Executive Assistant

hybrid
38 East Main Street, Welland, Ontario, Canada, L3B 3W3
full-time . February 6, 2025

Description

Billyard Insurance Group (BIG) is a leader in the insurance industry, dedicated to building a culture that reflects our core values. At BIG, we Think BIG by exceeding expectations and creating lasting value for our clients, industry, and communities. We Act with Integrity by upholding honesty, transparency, and respect in everything we do. Our clients are at the center of our decisions as we embrace a Client First, Always mindset. We believe in the power of teamwork to Achieve More Together, combining strengths to deliver meaningful solutions. Finally, we Innovate with Purpose by leading the digital insurance revolution, consistently driving quality, enhancing client service, and empowering brokers.

With over 80 locations across Canada and recognition as one of Canada’s Top Growing Companies, BIG is shaping the future of insurance. Join us as we continue to redefine the industry with innovation, collaboration, and excellence.

The Executive Assistant in the Business Management Department plays a key role in ensuring the smooth operation of the CEO’s office. This position serves as a liaison between the CEO and all departments, managing incoming requests and delegating tasks accordingly. The Executive Assistant will oversee the CEO's schedule, handle communication and email correspondence, coordinate cross-departmental meetings, and organize travel arrangements. Additionally, the role includes managing personal errands such as scheduling personal appointments and arranging property management services. The role also includes the preparation of operational reports and presentations. This position requires exceptional verbal and written communication skills, attention to detail, confidentiality, and professionalism, all in alignment with the values and growth objectives of Billyard Insurance Group (BIG).

What does the Executive Assistant do?

Managing CEO’s Schedule: Oversee and coordinate the CEO’s calendar, ensuring optimal time management & alignment with business priorities. Supports the CEO’s productivity & ensures timely completion of critical tasks.
Delegating Incoming Requests: Evaluate and prioritize incoming requests for the CEO, directing them to the appropriate departments. This ensures efficient workflow and enhances decision-making processes across the organization.
Email and Communication Management: Review, filter, and respond to email correspondence for the CEO, ensuring professional, clear, and timely communication that aligns with company values and priorities.
Task Management: Proactively manage and complete tasks, projects, and assignments as directed by the CEO, ensuring high-quality execution and timely delivery.
Meeting Coordination: Organize and coordinate internal and external meetings for the CEO, including cross-departmental meetings, with attention to logistics, preparation, and follow-up. This enhances collaboration and supports efficient decision-making across teams.
Travel Arrangements: Book and coordinate travel for the CEO, including flights, accommodations, and transportation, ensuring a seamless travel experience for business-related trips within Ontario, Canada, and internationally.
Confidentiality Maintenance: Handle sensitive information with the highest level of confidentiality, ensuring discretion and trust in all communication and documentation related to the CEO’s activities.
Liaison Between Departments: Act as a liaison between the CEO and all departments, ensuring clear communication and timely response to requests or inquiries, thus fostering a collaborative and efficient work environment.
Calendar and Deadline Management: Ensure that all appointments, meetings, and deadlines are managed efficiently, minimizing scheduling conflicts and ensuring that all priorities are met.
File and Document Management: Maintain organized and accessible records of documents, presentations, and reports relevant to the CEO’s work, ensuring easy retrieval and confidentiality.
Support for Strategic Projects: Provide administrative support for strategic initiatives led by the CEO’s Business Manager, ensuring timelines are met and all necessary resources are in place to execute the projects successfully.
Relationship Management: Build and maintain strong relationships with key internal and external stakeholders, fostering collaboration and supporting the CEO’s networking efforts.
Operational Report Creation: Prepare operational reports for the CEO, utilizing internal data to produce clear, concise, and actionable insights. These reports support data-driven decision-making at the senior executive level.
Presentation Development: Assist in the creation of operational presentations for the CEO, including gathering relevant data, creating slides, and ensuring the presentation meets the needs of internal and external stakeholders.
Personal Errands: Schedule personal appointments and manage personal errands for the CEO, ensuring all personal tasks are completed efficiently and effectively.
Property Management: Arrange for property management services, including maintenance, repairs, and other related tasks to ensure the CEO’s properties are well-maintained.

Does this sound like you?

Ability to manage complex schedules and prioritize tasks effectively to support executive needs.
Clear, professional verbal and written communication skills, maintaining clarity and accuracy in all correspondence.
Experience in managing and organizing confidential documents, ensuring both security and easy access.
Ability to generate insightful, operational reports from data, with proficiency in Microsoft Excel and other data visualization tools.
Ability to design and produce compelling presentations using PowerPoint, focusing on clarity and alignment with operational goals.
Expertise in booking and coordinating complex travel arrangements, ensuring the CEO’s travel is seamless and aligns with business priorities.
Ability to support and track strategic projects, ensuring timelines are met and resources are efficiently allocated.
High level of discretion and the ability to handle sensitive information with complete confidentiality
Advanced use of office software tools, communication platforms, and scheduling tools to streamline workflow.
Experience in coordinating property management services, ensuring all properties are well-maintained and any issues are promptly addressed.
Ability to establish and maintain strong working relationships with internal and external stakeholders, ensuring collaboration and alignment.
Quick thinking and effective problem-solving when challenges arise, ensuring minimal disruption to the CEO’s objectives.
Work effectively within a team environment, supporting interdepartmental collaboration and facilitating smooth communication between departments.
Flexibility in adjusting to changing demands and priorities, particularly in a fast-paced environment.
High attention to detail, ensuring all tasks are completed accurately and with precision.
Consistently exercise discretion in handling confidential matters, protecting the CEO’s privacy and organizational interests.
Professional demeanor when interacting with stakeholders, prioritizing customer and internal client needs.
Exceptional time management skills, with the ability to juggle multiple tasks and priorities simultaneously.
Anticipates the CEO’s needs and priorities and takes initiative in addressing potential challenges or requirements before they arise.
Skilled in identifying and prioritizing tasks effectively, ensuring alignment with organizational goals and supporting the CEO's day-to-day tasks.
High emotional intelligence with the ability to recognize, understand, and manage one's own emotions and those of others, remaining composed in high pressure situations. This ensures effective interpersonal interactions, conflict resolution, and empathy in all professional settings.

Qualifications:

Bachelor’s degree or equivalent experience in business administration, management, or a related field.
A minimum of 5 years of executive-level administrative experience, with a proven track record in a fast-paced, multi-departmental environment. Prior experience in supporting senior leadership, especially in business management or operations roles, is highly desirable.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with scheduling software, communication tools, and travel booking platforms.
Understanding of operational report preparation and presentation design.
Any certifications in executive assistance or project management (e.g., PMP) would be an asset.

What We Offer

People-focused company culture
Comprehensive benefits including medical, vision, dental, and Employee Assistance Program (EAP)
3 weeks’ of paid vacation in the first year of employment; 4 weeks’ in year 2
Birthday day off
Hybrid work from home / in-office environment
Retirement savings programs, with company-matched RRSP contributions

Our Commitment to Diversity, Inclusion and Belonging

Billyard Insurance Group is committed to building a transparent environment where everyone feels heard, welcomed, and included. We believe Diversity, Inclusion, and Belonging are fundamental in our vision to be the leading insurance platform in Canada. BIG is a proud, equal-opportunity workplace that is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or gender identity.

Our Commitment to Accessibility

Billyard Insurance Group is committed to developing an inclusive, barrier-free recruitment process and work environment. Should you require any accommodation, please inform us and we will work with you to meet your accessibility needs. For any accessibility-related assistance, requests for information in accessible alternative formats or to report any accessibility problems, please contact us at recruitment@thebig.ca or 905.346.2190 ext. 10211.

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