Executive Assistant

The Executive Assistant will provide an exceptional level of support to the Executive team, taking responsibility and ownership for a wide variety of licensing and regulatory tasks and providing high-level administrative support to the President (Toronto) and remote CEO (Vancouver). In this role, you must be detail-oriented, accurate and flexible, have the ability to work with a high level of autonomy and initiative, exhibit originality of thought, analytical skills and take the initiative in solving problems, challenges and deviations in handling business needs in a fast-paced environment. You will play a vital role in ensuring the smooth coordination, operation and management of schedules and facilitate efficient communication within the organization.

Executive Administration:

• Provide comprehensive administrative support to the President, CEO & leadership team, scheduling and prioritizing meetings, monitoring deadlines, preparation of expense reports, and handling correspondence.
• Calendar management, including setting up appointments and itinerary with various business associates.
• Enable and support the President and the CEO to help facilitate their ability to effectively lead the company.
• Other administrative duties as assigned.

Regulatory Compliance Oversight

• Monitor and stay current on changes in commercial insurance regulations at both federal and provincial levels in Canada.
• Collaborate with regulatory lawyers to ensure the company's operations align with all relevant laws and guidelines.
• Develop and implement internal processes and controls to ensure ongoing compliance with regulatory requirements including the preparation and timely filing of all license applications/renewals for all insurance professionals and ensuring all continuing education requirements have been met.
• Maintain accurate records of regulatory communications and assisting in preparing regulatory filings, corporate filings and compliance-related documentation on a timely basis.
• Assist in the preparation of responses to and coordination of requests from various regulatory bodies.
• Prepare regular reports for senior management summarizing the company's regulatory compliance status.
• Coordinate with legal and other departments to compile necessary documentation for regulatory submissions and audits.
• Serve as the primary point of contact for interactions with provincial regulatory agencies and legal representatives.
• Facilitate communication between internal stakeholders and external regulatory bodies.
• Coordinate responses to inquiries, audits, and examinations from regulatory agencies.

Travel & Meeting Coordination

• Arrange and coordinate complex and detailed travel itineraries and arrangements including transportation, accommodations, and other travel logistics and agendas for executives in accordance with company policy.
• Lead and/or assist in the planning and coordination of board/investor meetings and other company events, including agenda preparation, distribution of material, booking location, accommodations, caterers, AV, and other set up and take-down needs, as required.
• Coordinate and manage departmental meetings and team events.

Meeting Preparation & Communication Management

• Prepare meeting materials, agendas, and minutes for Partner/management meetings.
• Ensure timely distribution of materials to meeting participants.
• Screen and prioritize communications, responding on behalf of the President and CEO when necessary.
• Establish and maintain organized and confidential electronic and paper-based filing systems to ensure information is current and readily accessible.
• Manage, assist, and prioritize document preparation and incoming correspondence, including e-mail management, leveraging exclusive access to highly confidential material.
• Conduct research and create reports on diverse topics as needed by the Leadership Team.

Qualifications & Skills

• Minimum of 3 years’ experience as an Executive Assistant providing support at the executive level.
• Post secondary education, credentials, or certifications such as a business administration certificate or diploma is preferred.
• High degree of integrity, ethics, and respect.
• Meticulous attention to detail.
• High degree of confidentiality and ability to exercise professionalism, tact, sound judgement, and discretion when exposed to and involved in sensitive company matters.
• Ability to execute in a fast-paced environment under high-pressure and time-sensitive deadlines.
• Excellent verbal, written and presentation communication skills; ability to listen, simplify, record, and share information as appropriate.
• Ability to work effectively as an individual contributor and in a team environment with minimal supervision.
• Flexibility to adapt to rapidly changing priorities and the ambition to assist wherever needed.
• Outstanding time management skills and problem solving.
• Proficiency in the Microsoft Office Suite including Teams, Outlook, Word, PowerPoint, and Excel.