Assistant, Business

Starr Underwriting; Waterloo; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading company in the insurance sector is seeking an Administrative Support Specialist. The successful candidate will provide comprehensive support to senior management, coordinate meetings, prepare reports, and ensure smooth operations within the department. This fast-paced role requires excellent communication, organizational skills, and a proactive approach to problem-solving.

Qualifications

• 3+ years in administrative or coordinative support is an asset.
• Experience supporting senior executives preferred.
• Ability to produce executive summaries and dashboards.

Responsibilities

• Provide support related to onboarding of new hires.
• Coordinate departmental budgeting processes.
• Manage calendar and scheduling for senior management.

Skills

Proficiency in MS Office applications

Attention to detail

Time management

Verbal and written communication

Customer service

Education

Relevant undergraduate degree

Tools

Outlook

Sharepoint

Excel

PowerPoint

Job description

What can you expect in this role?

• Provide support, working with Talent Acquisition Specialist and hiring managers with regards to onboarding of new hires
• Provision access to the department and to electronic systems and files, ensuring confidential information is accessible only to those authorized;
• Prepare and maintain reports, draft professional correspondence as directed and provide assistance with documentation review;
• Coordinate, schedule and attend meetings, as needed, preparing the related agendas, correspondence, reports, minutes and other follow up;
• Organize and maintain confidential files;
• Support the Letter of Representation and risk assessment and reportingprocesses, as needed. For example, prepare the template at each quarter; follow up with all executive accountable to ensure timely reporting of issues, coordinate all necessary meetings,and compile submissions;
• Coordinates departmental budgeting processes and maintains budget submission, as required;
• Generates operational expense reporting and monitors verses budget
• Process department expense invoices and apply correct allocation coding and following up to ensure approvals are completed in a timely manner;
• Manage calendar and scheduling for assigned members of senior management and department events;
• Plan and execute all aspects of department meetings and special events including venue and technical support arrangements and the development of Power Point presentations.
• Coordinate business travel arrangements;
• Handle first line telephone and email inquiries;
• Monitor employee absences and provide quarterly reports to managers;
• Prepare draft expense reports;
• Photocopy, compile and organize information and documentation as required;
• Sort and distribute incoming mail;
• Order office supplies;
• Provide excellent customer service to the ERM & AA/BI senior management , the department, and stakeholders

What do you bring to the role?

• Demonstrated proficiency with Outlook, Sharepoint and all MS Office applications.
• Ability to produce executive summary, dashboards and graphs in MS Excel and/or Powerpoint easily.
• Comfortable with working with numbers;
• Completed relevant undergraduate degree;
• 3+ years of experience in a administrative/ coordinative support position is an asset;
• Preference will be given to candidates with experience supporting a senior executive and / or experience providing administrative support in a fast paced environment.
• Outstanding verbal and written communication skills;
• Strong attention to detail;
• High level of comfort dealing with all staff levels ups to senior level staff;
• Superior planning, organization and coordination skills; impeccable calendar management skills and able to prioritize meetings on behalf of the executive
• Ability to work with minimal direct supervision;
• Committed to continuous improvement and customer service;
• Self-motivated, consistently demonstrating an ability to take initiative on any issue;
• Professional, friendly and courteous in all interactions;
• Ability to perform well in a busy operation, remain calm under pressure and adapt to a changing environment;
• High level of maturity and integrity with respect to confidential information;
• A collaborative working style.