Executive Assistant To Ceo, Canada

Executive Assistant to the CEO, Canada

Who we are

American International Group, Inc. (AIG) is a leading global insurance organization. Building on 100 years of experience, today AIG member companies provide a wide range of property casualty insurance, life insurance, retirement solutions, and other financial services to customers in more than 80 countries and jurisdictions. These diverse offerings include products and services that help businesses and individuals protect their assets, manage risks and provide for retirement security.

AIG Canada

AIG Canada is part of American International Group, Inc. a global insurance solutions provider serving more than 90 million clients with the support of over 48,000 employees worldwide.

For over 50 years, AIG Insurance Company of Canada (AIG Canada) has been a national leader of insurance solutions within Canada. AIG Canada provides a wide range of business and consumer products through a large network of independent brokers and direct to consumers.  With a workforce of approximately 400 dedicated insurance professionals, AIG Canada prides itself on our innovative insurance products, underwriting expertise, and exceptional claims service.  We are headquartered in Toronto, with additional offices in Vancouver and Montreal.

About the role

Providing critical support to the Chief Executive Officer of AIG Canada, the Executive Assistant is a vital position within our organization. The main responsibility is to provide administrative leverage to ensure the CEO is as productive as possible.  This person must be a highly polished professional with excellent interpersonal skills and a sense of urgency to get things done.  Our ideal candidate will have the ability to exercise good judgment in a diversity of situations, with strong communication, administrative, and organizational skills, and the ability to manage multiple and shifting priorities. In this role, we are seeking someone who can manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company.

The Executive Assistant will interact with all levels of employees across all departments in various situations and must demonstrate professional diplomacy and tact in all communications, both verbal and written. The successful candidate will act with speed, composure, compassion, and knowledge to solve problems, delivering support that’s pivotal to the success of the Canadian CEO.

This position will report to the CEO, AIG Canada, and be based in the Toronto office.

What you need to know:

Key responsibilities include:

• Handle all shipping of documents and mail
• Provide professional and courteous phone coverage for the CEO. Screen and escalate calls as necessary, ensuring timely and complete communication to appropriate parties.
• Prepare all correspondence such as agendas, memos, letters, minutes, updates
• Provide hospitality for visitors (ie. take them to designated conference room, prepare refreshments as needed)
• Reserve meeting space and catering requests (event management)
• Assist with ad-hoc projects as needed (i.e., reports such as reports, presentations and graphics)
• Provide sophisticated calendar management for the CEO across multiple time zones.  Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Coordinate all department senior staff meetings, including full agendas and minutes, conferences, and luncheons. Order and prepare all items necessary for such events.
• Other responsibilities as required/assigned
• Coordinate and prepare all travel arrangements as well as expense reports for reimbursement in accordance with AIG policies
• Order and maintain office supplies and equipment
• Develop and cultivate collaborative relationships with peers, members of the Leadership Team, and external partners

What we’re looking for:

• Ability to work independently in a fast-paced work environment exercising appropriate discretion and judgment on a routine basis
• High School Diploma or equivalent
• Excellent verbal and written communication skills
• Exceptional organization skills and impeccable attention to detail
• Superior proficiency with the Microsoft Office suite (Teams, Excel, Power Point and Outlook); familiarity with Concur, Ariba, and/or Salesforce helpful
• Demonstrate ability to anticipate needs and come up with creative solutions to challenges
• Minimum of 5+ years of executive administrative support to C-level executives or senior leaders, ideally in a large global company
• Demonstrated ability to interact professionally with diverse groups of people, including Canadian Board members, senior leaders, employees, brokers and external partners