Provides executive and administrative support to multiple HR and Talent Vice Presidents. Responsibilities include complex calendar and inbox management, travel and expense coordination, confidential information handling, HR event planning, invoice and expense review, and monthly reporting. The role requires strong organization, discretion, communication, attention to detail, Microsoft Office and Oracle HCM proficiency, and regular travel to Waterloo.
The Opportunity
The Business Assistant is responsible for all coordination and executive support functions for a group of Vice Presidents within the Human Resources and Talent organization at Definity (including HR Operations, HR Business Partners, Enterprise Change Enablement, Talent & Culture, and HR Integration). This role also provides a full range of administrative support to the broader HR, Talent Acquisition, and Culture teams.
What to Expect
- Complex Calendar & Inbox Management: Manage the VPs' calendars and inboxes, coordinating internal and external meetings. Actively manage and resolve conflicting priorities across multiple executives while ensuring necessary resources are booked.
- Travel Coordination & Expense Management: Coordinate and manage light travel itineraries, flight and hotel bookings, and ground transportation for the VPs. Prepare, compile, and submit travel-related expenses and corporate invoices in a timely and accurate manner.
- Confidentiality & Discretion: Ensure that highly sensitive, proprietary, and confidential HR information is handled with discretion and released only to authorized individuals.
- Event & Culture Coordination: Plan and coordinate events for the HR team. Handle all venue, catering, and technical support arrangements.
- Reporting: Monitor monthly reports and track expenses for various HR initiatives, following up on discrepancies when necessary.
- Expense & Invoice Review: Review all direct report expense reports for accuracy and policy compliance prior to leader approval.
What You Bring
- University degree or college diploma in Business/Office Administration, Human Resources, or a relevant discipline.
- 3-5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity, ideally within an HR, People & Culture, or corporate strategy environment.
- Exceptional Discretion: Proven ability to handle a wide variety of activities and highly confidential and sensitive organizational matters with sound judgment and independence.
- Excellent Organizational Skills: Strong time management skills with the ability to maintain balance among competing priorities from multiple VPs.
- Exceptional Interpersonal Skills: Shows professionalism in all interactions with internal stakeholders and external partners.
- Articulate: Strong written and verbal communication skills.
- Attention to Detail: Meticulous administrative and organizational capabilities.
- Tech Savvy: Demonstrated advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Oracle HCM.
- Travel Requirement: Must be able to travel to Waterloo regularly (at least once per week)
Salary Range: $51,300 - $94,400
Definity Waterloo, Ontario, CAN Office
111 Westmount Road South, Waterloo, ON, Canada, N2J4S4
Definity Mississauga, Ontario, CAN Office
Mississauga, Canada
Definity Oakville, Ontario, CAN Office
Oakville, Canada
Definity Toronto, Ontario, CAN Office
Toronto, Canada
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