Administrative Assistant (6-Month Contract)

Kibbi Technologies Inc.; Dartmouth; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

The Insurance Institute of Nova Scotia (IINS) seeks an organized administrative and program support professional to assist a not-for-profit educational association. You will engage with members, students, and external partners in a fast-paced office, delivering excellent customer service and accurate data management.

Hybrid role with in-person days and remote work, responsibilities span registrations, events, Aptify product setup, webinar support, and exam coordination.

Qualifications

• Proficient with Microsoft Office (Word, Excel, mail merge, PowerPoint).
• Strong customer service orientation and communication skills.
• Excellent organizational ability and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Manage incoming communications via phone, voicemail, and email inbox.
• Maintain member/student database and support data management.
• Process registrations and payments for courses, seminars, and events.
• Provide professional customer service to stakeholders and resolve inquiries.

Skills

Microsoft Office

Customer service

Data management

Communication

Organizational skills

Multitasking

Tools

Aptify

Job description

Status:6-Month Contract

Conversion to Full-time Potential

Department: The Insurance Institute of Nova Scotia (IINS)

Reports to:Manager, IINS

Job Summary:

We are seeking a highly organized and detail-oriented professional to provide administrative and program support within a small, fast-paced office environment. This role is well-suited for an individual who thrives on variety, adapts easily to changing priorities, and is committed to delivering exceptional customer service. The successful candidate will play a key role in supporting a not-for-profit educational association, contributing to the work of a small team while engaging directly with members, students, and external partners.

Duties & Responsibilities

General Administrative Functions

• Manage incoming communications by answering phone calls, handling voicemail, and monitoring/responding to inquiries from the general email inbox
• Maintain accurate records by updating the member/student database and supporting overall data management
• Process registrations and payments for courses, seminars, and events while managing accounts receivable and following up on unpaid membership fees
• Deliver timely, professional customer service to all stakeholders, ensuring inquiries and issues are resolved effectively
• Collaborate with Marketing & Communications (MARCOM) to promote programs and events and support organizational outreach
• Provide general administrative support, including assisting the Manager and maintaining office organization and a professional workspace

Licensing Support

• Assist the Education Coordinator with product creation and maintenance in the Aptify system including class setup and processing of licensing applications

CIP Course Support

• Assist the Education Coordinator with product creation and maintenance in the Aptify system
• Handle student registration and respond to related inquiries
• Prepare and process instructor contracts and documentation
• Assist with eLearning platform setup and course management
• Create and distribute surveys; compile and analyze results

Webinar/Seminar Support

• Plan, coordinate, and execute webinars and seminars by identifying relevant topics with subject matter experts, coordinating facilitators, and ensuring smooth delivery for both virtual and in-person events
• Manage event setup and promotion by creating marketing materials for Manager approval, setting up seminars in Aptify, and overseeing registrations
• Support event delivery and follow-up by hosting/facilitating sessions as needed, processing invoices, receipts, and certification letters, and collecting/analyzing participant feedback

Special Events Support

• Manage event logistics by setting up event products in Aptify, handling registrations, and preparing attendance lists, name tags, and on-site materials
• Support event delivery by assisting with setup and onsite logistics for approximately 7 events annually, with optional attendance at external industry events
• Collect and analyze participant feedback

Other Responsibilities

• Coordinate council and committee meetings; prepare and distribute meeting minutes
• Provide exam queue support during national examination periods as needed (may include weekend work 3 times a year)
• Provide proctoring support when needed
• Ensure all interactions reflect the values and standards of the Institute

Skills & Attributes

• Strong customer service orientation
• Fast learner with the ability to adapt quickly
• Excellent organizational skills and strong attention to detail
• Effective written and verbal communication skills
• Strong interpersonal skills and sound judgment
• Comfortable working under pressure and meeting deadlines
• Team-oriented with a positive attitude
• Able to manage multiple tasks independently

Qualifications

• Proficient with Microsoft Office (Word, Excel, mail merge and PowerPoint)
• Office experience (1 yr minimum)

Employment Arrangement

This is a hybrid employment mode with a minimum of ten (10) days per month working in-person in the office and the remaining days working from home, with the expectation that in-office requirements may increase over time as business needs evolve.

The Insurance Institute welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We thank you for your interest, however, only those candidates selected for an interview will be contacted.