Job description:
Job Title: Executive Assistant
Company Profile:
Connex Insurance Brokers Ltd. is a proudly independent insurance brokerage. We offer a broad range of products and services to a wide range of businesses, individuals and organizations across Ontario. We are a brokerage built to serve and find our clients the best insurance protection for the best value.
Are you a proactive, detail-oriented individual with exceptional organizational skills? Connex Insurance Brokers Ltd. Is seeking a dynamic Executive Assistant to support our executive team. This role offers a fantastic opportunity to be an integral part of a thriving insurance company, contributing to its success and growth. The Executive Assistant is responsible for supporting high-level administrative support to the President & CEO and the Senior Leadership team on a wide range of executive administration duties. In this role, you will play a vital role in ensuring the smooth coordination, operation and management of schedules and facilitate efficient communication within the organization. This includes but is not limited to activities such as, schedule and meeting management for the CEO & Senior Leadership Teams, preparing and maintaining agendas, meeting material and presentations. In addition, the planning and coordination of meetings and events on and off site as well as proofreading and editing to ensure the delivery of effective communication, professionalism, and attention to detail on all correspondence on behalf of the CEO and Company.
Key Responsibilities:
- Provide high-level administrative support to the executive team, including calendar management, travel arrangements, and expense tracking.
- Coordinate and manage communications, both internal and external, on behalf of executives.
- Prepare presentations, reports, and documents for meetings and presentations.
- Conduct research and compile data to support decision-making processes.
- Handle confidential information with discretion and professionalism.
- Assist in organizing and executing company events, meetings, and conferences.
- Administration of director remuneration as required.
- Enable and support the CEO to help facilitate their ability to effectively lead the company.
- Other administrative duties as assigned.
- Coordinate with relevant departments to ensure a smooth flow of information and resources.
Travel & Meeting Coordination:
- Arrange and coordinate complex and detailed travel itineraries and arrangements including transportation, accommodations, and other travel logistics and agendas for executives.
- Lead and/or assist in the planning and coordination of board meeting and other company events, including agenda preparation, distribution of material, booking location, accommodations, caterers, AV, and other set up and take-down needs, flowers, gifts etc. as required.
- Coordinates and manages departmental meetings and team events.
Meeting Preparation & Communication Management:
- Prepare meeting materials, agendas, and minutes for executive meetings.
- Ensure timely distribution of materials to meeting participants.
- Function as a liaison between executives and internal/external stakeholders.
- Screen and prioritize communications, responding on behalf of the CEO when necessary.
- Establishes and maintains organized and confidential electronic and paper-based filing systems to ensure information is current and readily accessible.
- Manages, assists, and prioritizes document preparation and incoming correspondence, including e-mail management, leveraging exclusive access to highly confidential material. Demonstrates the ability to exercise appropriate judgment and confidentiality, responds on behalf of leader and/or outreach to others to prepare response or disseminate, as appropriate.
- Conducts research and creates reports on diverse topics as needed by the Leadership Team Benefits:
- Competitive salary and benefits package.
- Opportunity for professional growth and development.
- Collaborative and supportive work environment.
- Chance to work with a reputable and innovative insurance company.
Qualifications:
- Proven experience 1 year in a similar role, preferably within the insurance or financial industry.
- Excellent communication and interpersonal skills.
- Proficiency in MS Office Suite and other relevant software.
- Strong organizational and time-management abilities with keen attention to detail.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
If you are a proactive, adaptable professional with a passion for providing top-notch administrative support, we invite you to join our team. Please submit your resume and cover letter detailing your relevant experience and why you are the ideal candidate for this position.
Connex Insurance Brokers is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
