Executive Assistant

Our employees are at the heart of everything we do. Together, we help people, businesses, and society prosper in good times and be resilient in bad times.

Our employee promise represents Intact’s commitment to you in exchange for living our Values, striving to do your best work, being open to change and investing in your career. In return, we promise to provide support, opportunities and performance-led financial rewards at a workplace where you can shape the future, win as a team and grow with us.

About the role

We’re looking for an Executive Assistant to join our growing team!
What you’ll do here:

• Provide support to Vice Presidents, which includes managing and organizing their calendar, making travel arrangements, scheduling and attending, as required, meetings to record minutes, completing and filing expense reports, writing correspondence, etc.

• Support the entire team, which includes filing confidential employee documents, ensuring appropriate hospitality services are arranged, preparing team meeting agendas, preparing document packages for various meetings, tracking timesheets, ordering supplies and maintaining inventory/equipment and distributing mail.

• Set up project meeting invitations, room reservations and equipment as needed, and publish meeting agendas.

• Provide ongoing technical support to the team (including onboarding assistance to new employees) through your technical knowledge of systems and software.

• Actively participate in special projects and any other related tasks, which include updating project documentation and publishing.

• Plan, coordinate, attend, and provide day-of support for department and offsite events, including fundraising and staff functions.

• Run confidential reports and create PowerPoint presentations, Word documents, and Excel spreadsheets on results.

• Assist with the annual budgeting process.

• Provide backup support to other Executive Assistants.

What you bring to the table:

• College diploma in administration or secretarial studies or equivalent combination of education and experience

• Minimum of 3 years experience

• Strong business acumen and professionalism

• Proficiency in MS Office (Word, Excel and PowerPoint)

• Can handle multiple competing priorities and deadlines

• Excellent communication skills, both written and verbal

• No Canadian work experience required however must be eligible to work in Canada.

• For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country.

#LI-Hybrid

We are an equal opportunity employer

At Intact, our Value of respect is founded on seeing diversity as a strength. We strive to create an accessible workplace where employees feel valued, included and encouraged to share their unique perspectives.

We encourage applications from individuals who are members of equity-deserving groups, including but not limited to women, Indigenous peoples, persons with disabilities, Black people, and members of the 2SLGBTQI+ community.

As part of Intact’s commitment to reconciliation, we acknowledge that we work, meet and travel across the land currently called Canada, originally inhabited by First Nations, Metis and Inuit people. This history extends through many centuries and continues to evolve today.

We have policies to ensure equal access and participation for people with disabilities, including providing workplace adjustments (accommodations). A copy of applicable policies is available on request.

If we can provide a specific adjustment to make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity. We’ll work with you to meet your needs.

Learn more about our recruitment process and your candidate journey here.

Please note that Intact does not provide sponsorship or other support for immigration-related matters including but not limited to employer-specific closed work permits. Candidates must be eligible to work in Canada from the anticipated start date and throughout their employment and are solely responsible for maintaining their work eligibility.

If you are an employee of Intact or belairdirect, please apply for this role on Internal Career Site.