Hybrid Executive Assistant

at Liberty Mutual Canada

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Toronto, Canada

About the role

• Executive Assistant supporting Liberty Mutual executives by managing calendars and coordinating logistics for meetings, travel, and communications. Contributing to a dynamic work environment with strong organizational skills.

Responsibilities

• Manage and maintain calendars, including scheduling and coordinating meetings for multiple executives.
• Coordinate logistics for meetings, events, and executive travel arrangements.
• Prepare and process expense reports and invoices for aligned executives.
• Draft, proofread, and manage communications to ensure clarity and professionalism.
• Create and update PowerPoint presentations, meeting agendas, and related documents.
• Organize office space and parking reservations as needed.
• Arrange catering services for meetings and events.
• Procure office equipment and supplies to support executive needs.
• Create and maintain digital resources such as OneNote notebooks, Teams sites, and distribution lists.
• Support recognition initiatives, including ordering flowers and gifts for special occasions.
• Assist with onboarding processes for executives, ensuring smooth transitions.
• Develop and manage surveys for feedback and engagement purposes.
• Serve as a liaison to support workplace operations and IT on an as-needed basis.
• Other duties as may be assigned.

Requirements

• 3-5+ years of relevant administrative experience, including prior experience providing support at the executive level.
• Knowledge of administrative procedures, software applications (such as Microsoft Office: Word, Excel, PowerPoint, etc.), records management systems, and other business procedures and terminology. Experience with Microsoft Teams would be an asset.
• Excellent organizational skills, time management skills and attention to detail, including the ability to anticipate needs and being proactive.
• A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives internally and externally is critical.
• The ideal candidate will be detail oriented, experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure and professionalism.

Benefits

• A premier flexible work environment (a combination of on-site & remote work) supporting our employees in their pursuit of a healthy work-life balance
• Competitive health & dental benefits plan
• Market-leading pension plan
• Competitive time off policy
• External education & tuition reimbursement programs
• Employee & Family Assistance Programs
• An opportunity to get involved and become a member of one of our national employee committees – social responsibility, employee engagement, diversity, equity & inclusion