Assistant, Business

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)