Job Description

Executive Assistant

Our client is a non for profic association.  They administer a complex benefits program for a certain group in the Province of Ontario and other plan members.  The Trust is governed by 10 (ten) Trustees with the management and administration delivered by a small, highly skilled staff team.  The Association administers a ‘best in class’ benefits program to plan members that is equitably administered, continuously improved and externally competitive.

Purpose:

Reporting to the Executive Director and working in a team setting, the Executive Assistant is responsible for coordinating and assisting with the management of activities through the Executive Director’s office.  This includes support to Trustees and managers as well as some day-to-day administrative functions.

Responsibilities:

Trustee and Executive support

 Provides executive administration and coordination of activities in support of Trustees and Executive Director;

 Prepares and distributes timely and accurate Trustee/Committee meeting agendas, meeting minutes and routine reports;

 Maintains record of follow-up action items from Trustee, Committee and Executive meetings;

 Coordinates logistics required for all Trustee meetings as well as, on occasion, meetings involving management;

 Ensures that meeting records and reports are duly filed and maintained;

 Responsible for maintaining organizational records and archives, such as Trust Agreement and Trustee Certificate, in collaboration with Executive Director;

 Assists in the management of organizational policy master list;

 Oversees the management of Trustee On-line Learning Centre in collaboration with the Executive Director;

 Administers the process for annual Trustee elections on behalf of the Association and in collaboration with Executive Director.

Management support

 Prepares and distributes minutes for stakeholder meetings as well as provides support with planning and logistics for meetings, as required;

 Ensures that all required correspondence once finalized, such as meeting minutes and reports, are appropriately maintained;

 Prepares documentation, reports and/or communication as directed by/in support of Association managers;

Organizational administrative support

 Acts as organizational liaison with Assocation IT service provider on monthly reporting;

 Orders and maintains office supplies on behalf of Association;

 Provides phone support, where required, for plan member inquiries;

 Attends and participates in staff and organizational meetings;

 Provides administrative support by maintaining accurate Association staff vacation/absence records;

 Acts as Joint Health & Safety Officer for organization;

 Assists with vacation/absence coverage of Association activities, where required;

 Provide assistance with special projects as needed.

Skills and Qualifications Required:

 Post-secondary degree or diploma in office administration and a minimum of five years’ experience preferably in non-profit, healthcare or Foundation/Trust setting

 3-5 years’ experience supporting a senior level executive including providing support to a Board of Directors or Trustees

 Highly effective in calendar management, taking meeting minutes and performing senior administrative functions

 Excellent organizational, time management and planning skills

 Able to multi-task effectively and manage changing priorities

 High level of accuracy and attention to detail

 Strong interpersonal skills, including maturity, diplomacy, and ability to create positive and professional relationships with all stakeholders

 Highly proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)

 Able to work independently on own initiative as well as in a team environment

 Excellent oral and written communication skills

 Able to display a high degree of discretion in dealing with confidential documents and information

 Occasional overtime may be required

How to Apply

Insurance Career Network is a recruitment agency focused exclusively on the insurance industry.  Our relationships, knowledge and experience enable us to connect leading insurers, brokerage, and independent adjusting firms with the most talented candidates for each role.

For consideration send your resume to jan@insurancecareernet.com or contact Jan at 416 703 5120 ext. 202

Job Categories: Assistant. Job Types: Full-Time. Job Tags: administration and MS Office.

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