Executive Coordinator

Stalwart Insurance Group; Vancouver; On-site; CAD 85,000 - 95,000; Full time

Job summary

Stalwart Insurance Brokers Ltd. (Stalwart) in Vancouver is seeking an Executive Coordinator to work directly with senior leadership. This role is ideal for a recent graduate eager to learn how a fast-growing financial services firm operates.

You will manage calendars, travel, meetings, and correspondence, support analysts on client and business projects, and help prepare pitch decks and presentations. The position begins as a 2–4 week temporary assignment with a path to permanent, full-time

Qualifications

• Meticulous and highly organized with strong time management.
• Comfortable with ambiguity and fast-paced environments.
• Strong written and verbal communication skills.
• Ability to handle confidential information with integrity.

Responsibilities

• Manage calendars, schedule meetings, resolve conflicts, protect focus time.
• Monitor and manage email inboxes, draft responses.
• Coordinate travel arrangements, itineraries, logistics, and expense reporting.
• Track commitments and deadlines, update leadership on outstanding items.
• Prepare meeting agendas, background materials, and key points.
• Draft emails, letters and summaries for external and internal use.
• Organize electronic files and records.
• Research topics to support client files and leadership requests.
• Assist with client presentations and pitch decks.
• Support with insurance applications, renewals, underwriting requirements, and client-file paperwork.
• Build simple trackers and organize information in Excel.
• Serve as a reliable, discreet point of contact for clients and staff.

Skills

Organization

Time management

Communication

Discretion

Education

Post-secondary degree

Tools

Microsoft Office

Google Workspace

CRM tools

Project management tools

AI productivity tools

Job description

Stalwart Insurance Brokers Ltd. (Stalwart) is a growing national life insurance brokerage and financial services provider with a focus on high-complexity client and business situations. We value excellence and entrepreneurial thinking, and are looking for ambitious team members eager to scale their skills, abilities, and relationships.

About Stalwart Insurance Brokers Ltd.

Stalwart Insurance Brokers Ltd. (Stalwart) is a growing national life insurance brokerage and financial services provider with a focus on high-complexity client and business situations. We value excellence and entrepreneurial thinking, and are looking for ambitious team members eager to scale their skills, abilities, and relationships.

Summary

We are looking for an Executive Coordinator to work directly with senior leadership in our Vancouver office. This role is ideal for a recent graduate who is eager to learn how a fast-growing financial services firm operates.

You will work very closely with senior leadership, managing the day-to-day mechanics of their working life (calendar, inbox, travel, meeting preparation, personal arrangements, and follow-up) so they can focus their attention where it matters most. As you develop, you will be deployed onto specific client and business projects as needed in support of Analysts.

This is a role for someone who is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment. The successful candidate will be trusted with confidential information, have exceptional attention to detail, and be comfortable working independently.

The role begins as a 2–4 week temporary position, with the opportunity to extend and transition to a permanent, full-time role based on performance.

Role Overview

Your responsibilities will include:

• Managing calendars, scheduling meetings, resolving conflicts, and protecting focus time.
• Monitoring and managing email inboxes, including prioritizing communications and drafting responses.
• Coordinating travel arrangements, itineraries, logistics, and expense reporting.
• Tracking commitments, deadlines, and open items, and keeping leadership updated on outstanding items.
• Capturing action items from meetings and following up until they are completed.
• Following up with internal staff, clients, insurance carriers, lenders, and legal counsel.
• Preparing meeting agendas, background materials, and key points.
• Preparing, formatting, and proofreading correspondence, presentations, and other business documents.
• Drafting emails, letters, and summaries that can go out with minimal editing.
• Organizing and maintaining electronic files and records.
• Researching topics as needed to support client files and leadership requests.
• Helping prepare pitch decks and client presentation materials.
• Assisting with insurance applications, renewals, underwriting requirements, and client-file paperwork.
• Building simple trackers and organizing information in Excel.
• Supporting specific projects as assigned.
• Serving as a reliable, discreet point of contact for clients, partners, and staff.
• Handling confidential client, financial, and personnel information with complete discretion.

Required Skills and Experience

Non‑negotiable

• You are meticulous and highly organized. Your sharp eye for detail and strong time management let you balance competing tasks and shifting priorities without missing a beat.
• You are comfortable with ambiguity and limited direction. You make sound decisions within your area of responsibility and keep work moving in a fast‑paced environment.
• You are a strong communicator. Your writing and speaking are polished and professional, so your message lands clearly every time.
• You stay organized under pressure. You keep a system, and it holds when things get busy.
• You handle confidential information with complete integrity. Sensitive materials are always managed appropriately and securely in your hands.

Required

• Post‑secondary degree with exceptional academic results (minimum cGPA of 80% or 3.7/4.0).
• Ability to adapt quickly and move between a wide range of tasks, from day‑to‑day support to client files, research, and project work.
• A self‑starter and fast learner who can pick up unfamiliar topics, including life insurance and financial planning, on your own initiative.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Comfortable with shifting priorities in a fast‑paced, deadline‑driven environment.

An asset

• A valid driver's licence.
• Experience managing calendars and email for a senior leader.
• Exposure to financial services, insurance, or accounting.
• Familiarity with CRM, project management, or AI productivity tools.

Compensation

• $85,000–$95,000 per year (prorated during the temporary period).
• Eligible for bonus based on individual and company performance.
• Direct exposure to senior leadership and to how a high‑complexity brokerage operates.

Position Type

• Nature: Temporary to permanent. Begins as a 2–4 week temporary position, with the opportunity to extend and transition to a permanent, full‑time role based on performance.
• Time Commitment: Full‑time, in‑person; high‑commitment position with overtime required as needed.
• Work Location: Vancouver, BC.
• Start Date: Immediate.

Please note: Candidates must be currently authorized to work in Canada.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.