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Jobs at Cowan Insurance Group

Assistant to the Vice President

Location: Ottawa, Ontario, Canada

Department: Finance

Type: Full Time

Min. Experience: Mid Level

Job Summary:

The ideal candidate for this position will have a high level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be 2 steps ahead of the VP at all times. You will have experience in a fast paced professional environment supporting senior leadership and have solid business acumen.  You will be able to effectively navigate and manage complex and time-sensitive/urgent situations and have a tolerance for ambiguity. You are adept at working effectively with a wide variety of stakeholders inside and outside the organization with tact, diplomacy and a high level of confidentiality.  

As the ideal candidate, you will have a positive approach to keeping the leader you support organized and productive.

 

Duties and Responsibilities:

  • Provide confidential executive support to the Vice President (and his/her team as/when required)
  • Build a strong relationship with the Executive to anticipate needs, manage time, act as liaison between the Executive, internal and external stakeholders
  • Keep a “finger on the pulse” of the team to ensure that the Executive is aware of important issues and developments
  • Schedule meetings and manage a very active appointment calendar to maximize VP's efficiency
  • Be proactive in real-time management of the calendars including: scheduling meetings (conference call, video conference or face to face), and scheduling conflicts
  • Handle external requests with tremendous tact and diplomacy
  • Gather, compile, verify, and analyze information for the executives’ use in documents such as memos, letters, reports, and presentations ensuring all required documentation is timely and available with critical attention to detail
  • Compose and prepare a variety of confidential materials including correspondence, memoranda, reports and presentation documents
  • Maintain administrative procedures; including business mail, travel arrangements, expense reports for the VP and his/her direct reports, authorizations and approvals, etc. all in line with company policies and procedures
  • Effectively organize and maintain the filing system, including electronic filing system (SharePoint is a benefit)
  • Book meeting rooms, office space, catering, projectors, etc. as required
  • Maintain staff lists, email and call tree distribution lists
  • Assist with preparation of multi-media presentation material using MS PowerPoint, MS Word and MS Excel
  • Participate in special project assignments on an as-required basis
     

Qualifications:

  • Strong interpersonal skills 
  • Minimum 5 years senior executive-level administrative support experience
  • Excellent communication skills (verbal and written) in both English & French
  • Advanced calendar management; travel coordination
  • Meeting and Event Planning Management
  • Advanced MS Word, MS PowerPoint, MS Excel
  • Technically savvy – smartphones, laptops, printers, social networking
  • Resourceful and intuitive self-starter, able to thrive in a fast-paced environment
  • Ability to prioritize, multi-task and meet deadlines with minimal supervision

We invite interested candidates submit their resume in confidence to human.resources@cowangroup.ca. While we appreciate the interest of all applicants, we will contact only those selected for interviews.  If you are an applicant with disabilities and require accommodations, please let us know at the time of our contact so that we may arrange for their provision. 

We are an Equal Opportunity Employer. Employee candidates will be selected strictly on the basis of an individual's technical qualifications, knowledge and experience, as they relate to the requirements of a particular position. Selections will be made without regard to: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, handicaps (physical or mental), age, marital status, family status, or the receipt of public assistance or record of offences.

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