Office Administrative Assistant

Hannover Re; Toronto; On-site; CAD 40,000 - 50,000; Full time

Job summary

An international reinsurance company in Toronto is seeking a proactive Office Administrative Assistant to support daily operations. This involves managing schedules, coordinating meetings, and handling travel arrangements. The ideal candidate has post-secondary education, strong organizational, and communication skills. A positive attitude and confidentiality are essential in this role, which focuses on providing outstanding support to a dynamic team.

Qualifications

• Strong command of the English language.
• High level of discretion and confidentiality.
• Ability to manage multiple priorities.

Responsibilities

• Manage the calendars and schedules of assigned individuals.
• Coordinate and prepare materials for meetings.
• Handle travel arrangements and itineraries.

Skills

Strong organizational skills

Excellent communication skills

Client service orientation

Proficiency in Microsoft Office Suite

Education

Post-secondary education

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Hannover Re Canada is currently seeking a highly organized and proactive individual for a full-time Office Administrative Assistant position, based in our Toronto office. This role supports the day-to-day operations of our Canadian Branch across a variety of administrative, managerial, and travel-related functions. Please see below for more information regarding the key responsibilities, qualifications, and how to apply.

You can look forward to

As an Office Administrative Assistant, you will be responsible for supporting the day-to-day operations of our Canadian Branch by providing administrative and organizational support to a dynamic team.

Duties & Responsibilities :

Managerial Support

• Effectively manage the calendars of assigned individuals, ensuring their schedules are current, conflict-free, and that agendas are planned as proactively and efficiently as possible.
• Coordinate, prepare, and distribute support materials in advance of upcoming meetings.
• Provide responsive and proactive support in managing all requests from supported individuals. These requests will vary but may include preparation and coordination of reports, communications, spreadsheets, client correspondence, meetings and most ad hoc requests for the branch.
• Coordinate meetings, including booking meetings, meeting set-up, preparing agendas and other material as required, coordinating logistics, ensuring all support materials are distributed in advance, and taking minutes as needed.
• Oversee and manage expense reports, ensuring timely and accurate submission, approval, and reimbursement processes in compliance with company policies.
• Handle the receipt, review, and processing of invoices, liaising with vendors and internal departments.
• Maintain organized and detailed records of all expenses and invoices.
• Handle confidential information with discretion and professionalism.

Travel Support

• Coordinate domestic and international travel arrangements such as complex flight arrangements, accommodations, and other travel-related requests.
• Develop and communicate travel itineraries that are well thought out.
• Provide travel-related monitoring and assistance outside of business hours when needed.
• Support complex travel requirements of designated employees.

Additional Office Support

• Organize day-to-day office matters, including general administrative and office management tasks.
• Support visiting leadership, ensuring seamless logistics and hospitality during their stay.
• Coordinate office logistics such as food and beverage orders.
• Flexibility to work extended hours occasionally to meet deadlines.
• Perform general administrative and office management tasks as required.

You come equipped with

Experience & Qualifications :

• Post-secondary education.
• Strong command of the English language.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and confidentiality.
• Demonstrates initiative, independence, and professionalism.
• Strong organizational skills and the ability to manage multiple priorities.
• Excellent communication skills – both verbal and written.
• Ability to work independently and collaboratively in a team environment.
• Client Service: a natural desire to provide outstanding client service.
• Positive and friendly attitude that is evident in everything done.
• Discipline: exhibits consistent motivation in the successful achievement of tasks.

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