Executive Assistant and Office Administrator

You have a clear vision of where your career can go. And we have the leadership to help you get there. At CNA, we strive to create a culture in which people know they matter and are part of something important, ensuring the abilities of all employees are used to their fullest potential.

The Executive Assistant & Office Administrator is responsible for supporting their assigned executives and is the primary point of contact for employees, visitors, vendors, and external business partners, ensuring a professional and welcoming office environment. They provide comprehensive administrative support to the branch while overseeing the day-to-day operations of the office.

The role manages reception, office facilities, security access, mail and courier services, supplies, vendor relationships, and administrative payment processes. The successful candidate will be proactive, highly organized, service-oriented, and comfortable balancing executive priorities with hands-on office management responsibilities.

JOB DESCRIPTION:

Key Responsibilities

• Responsible for calendar management, end-to-end travel arrangements, expense administration and available as backup to support other executive assistants.
• Serve as the primary reception contact, greeting visitors, answering and directing calls, and responding to general inquiries.
• Coordinate meetings, events, catering, boardrooms, and other logistical requirements.
• Oversee day-to-day office operations, including supplies, facilities, property maintenance, security access, and relationships with building management and vendors.
• Coordinate incoming and outgoing mail, couriers, packages, and business documents.
• Support invoice processing, vendor administration, cheque handling, and other routine financial administration.
• Coordinate employee workplace needs, including access cards, business cards, nameplates, supplies, and office communications.
• Maintain accurate files and records and provide support for special projects and other administrative initiatives as required.
• Assist with other executive assistants to provide administrative support to senior leadership, meeting coordination, correspondence, presentations, reports, and confidential materials.
• Ad hoc responsibilities as they arise.

Required Education

• Post-secondary education in Business Administration, Office Administration, or a related field preferred.
• Equivalent combination of education and relevant experience will be considered.

Required Skills & Experience

• Minimum 5 years of administrative experience, preferably including senior-level or executive support.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Demonstrated professionalism, discretion, sound judgment, and ability to handle confidential information.
• Proactive and resourceful with strong problem-solving skills and attention to detail.
• Ability to work independently while collaborating effectively with employees, leaders, vendors, and external partners.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience coordinating office operations, facilities, vendors, meetings, and workplace services is an asset.
• Knowledge of the insurance or financial-services industry is an asset

At CNA, we are committed to providing equal employment opportunities to all employees and applicants. It is our policy to provide equal employment opportunities to employees and applicants based on job-related qualifications and ability to perform a job. If you require an accommodation during the hiring process or upon hire, please inform Human Resources. If a selected applicant requests accommodation during the recruitment process, CNA will consult with the applicant in order to provide suitable accommodation that takes into account the applicant’s accessibility needs.