Executive Assistant and Office Administrator

Key Responsibilities

• Responsible for calendar management, end-to-end travel arrangements, expense administration and available as backup to support other executive assistants.
• Serve as the primary reception contact, greeting visitors, answering and directing calls, and responding to general inquiries.
• Coordinate meetings, events, catering, boardrooms, and other logistical requirements.
• Oversee day-to-day office operations, including supplies, facilities, property maintenance, security access, and relationships with building management and vendors.
• Coordinate incoming and outgoing mail, couriers, packages, and business documents.
• Support invoice processing, vendor administration, cheque handling, and other routine financial administration.
• Coordinate employee workplace needs, including access cards, business cards, nameplates, supplies, and office communications.
• Maintain accurate files and records and provide support for special projects and other administrative initiatives as required.
• Assist with other executive assistants to provide administrative support to senior leadership, meeting coordination, correspondence, presentations, reports, and confidential materials.
• Ad hoc responsibilities as they arise.
• Required Education
• Post-secondary education in Business Administration, Office Administration, or a related field preferred.
• Equivalent combination of education and relevant experience will be considered.
• Required Skills & Experience
• Minimum 5 years of administrative experience, preferably including senior-level or executive support.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Demonstrated professionalism, discretion, sound judgment, and ability to handle confidential information.
• Proactive and resourceful with strong problem-solving skills and attention to detail.
• Ability to work independently while collaborating effectively with employees, leaders, vendors, and external partners.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience coordinating office operations, facilities, vendors, meetings, and workplace services is an asset.
• Knowledge of the insurance or financial-services industry is an asset
• At CNA, we are committed to providing equal employment opportunities to all employees and applicants. It is our policy to provide equal employment opportunities to employees and applicants based on job-related qualifications and ability to perform a job. If you require an accommodation during the hiring process or upon hire, please inform Human Resources. If a selected applicant requests accommodation during the recruitment process, CNA will consult with the applicant in order to provide suitable accommodation that takes into account the applicant’s accessibility needs.