City : Waterloo

Category : PERMANENT FULLTIME

Industry : Insurance

Employer : Definity

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 reporting  processes, 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.