Business Assistant

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) Salary Range: $51,300 - $94,400

The Business Assistant provides comprehensive executive support to a group of Vice Presidents within the HR and Talent organization. Responsibilities include managing complex calendars, coordinating travel, handling confidential information, and organizing team events.

Candidates must possess a university degree or college diploma in Business, HR, or a related field. A minimum of 3-5 years of experience supporting senior-level leaders in an administrative capacity is required.

• Time managementPreferred
• Microsoft ExcelPreferred
• CommunicationPreferred
• Microsoft OfficePreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Inbox Management
• Travel Coordination
• Expense Management
• Confidentiality
• Event Planning
• Reporting
• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Adobe Acrobat
• Oracle HCM
• Time Management
• Communication
• Invoice Review
• Corporate Strategy
• Administrative Support
• Office Administration
• Oracle Human Capital Management (HCM)
• Professionalism
• Organizational Skills
• HR Operations
• Expense Reports
• Policy Compliance
• Microsoft Excel
• Management
• Executive Information Systems
• Interpersonal Communications
• Invoicing
• Microsoft Outlook
• Microsoft PowerPoint
• Travel Arrangements
• Verbal Communication Skills
• Coordinating
• Technical Acumen
• Detail Oriented

• Administrative
• Human Resources
• Management & Leadership
• Assistant Business Manager
• Human Resources Administrative Assistant
• Personnel Clerks
• Human Resources Assistants, Except Payroll and Timekeeping

Minimum education

Bachelor’s degree

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week