Executive Assistant

Cowan Insurance Group - Cambridge, ON (30+ days ago)

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As a strategic asset, the Executive Assistant to the President will be responsible for supporting the office of the President of Cowan Insurance Group with a variety and high volume of executive support tasks, projects and client relationship management duties that will include liaising with internal and external stakeholders and C-suite executives with a high degree of confidence and professionalism. Utilizing sound judgment and strong emotional intelligence, the EA will respond to unspoken needs with situational appropriateness.

The EA will provide superior support to the President of Cowan by demonstrating strong business acumen while engaging with various members of the senior leadership team and will monitor deliverables that account for the profitability, strategic growth, operational effectiveness and human capital of the organization.

The Executive Assistant will successfully and continuously transition between various ad hoc duties, including the management, training and mentorship of junior administrative staff to ensure the seamless operations of the business. A high level of integrity, diplomacy, strong work ethic and confidentiality are a must.

Job Duties

Act as a first point of contact and gatekeeper for the Office of the President by providing general information to employees, internal and external clients, insurance market executives, client prospects and stakeholders relating to their questions, concerns, or suggestions

Manage the President's calendar. Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers. Pre-determine annual events / insurance industry commitments, and Board of Directors and any parent company priorities that impact the Office of the President

Support internal stakeholders by resolving questions and concerns, as well as handling inquiries and complaints which are escalated from other departments and proactively attend to both internal and external customers to continue building strong relationships within our organization

Encourage strategic and organic growth by passing leads; relevant articles and notable news to line of business leaders to pursue (or otherwise expand on existing business)

Actively screen a high volume of emails and respond or action as appropriate on behalf of the President to enable remote decision making, keep projects on track/on time, and filter distractions

Maintain confidential documents related to the Office of the President; Merger and Acquisition files, and Executive Management Team employee files

Monitor and follow up on deliverable dates to ensure deadlines are met by those accountable for both the operational effectiveness and strategic growth of the organization

Audit and reconcile expense reports for the management team, in accordance with the expense management policy, in order to secure authorization of expenses by the President

Prepare Board presentations, as well as support the compilation of data for various reports including, but not limited to, insurance market meetings and client roadshows; as well as researching and retaining confidential biographical and statistical client profiles

In conjunction with Finance, oversee Corporate travel agreement to ensure cost effectiveness of the program as it relates to expense management

Manage the President's business subscriptions (new and renewal); preview and highlight content for relevant, topical information to expedite pertinent information being relayed in a timely manner

Maintain a high level of product and service knowledge; be familiar with company policies and procedures with emphasis on those that have direct or dotted line accountability to the President i.e.: marketing & communications, finance, human resources and The Cowan Foundation.

Serve as ambassador for the executive team; prioritizing conflicting requests and managing the schedule of time sensitive meetings required to enable delivery of scorecard metrics

Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports and review all documents, reports, and correspondence prepared for signature, for format, content, grammar, and spelling; make edits as necessary

Audit and maintain vacation schedules for the executive team reporting to the President in accordance with established vacation/attendance process and protocols and ensure appropriate leadership is available for each line of business throughout the calendar year

Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence

Maintain and monitor office supply inventory levels; place orders as required

Organize documents for distribution, mailing, binding, photocopying and filing and accurately and appropriately file correspondence, invoices, and receipts

Own, update and distribute Confidential executive emergency contact information for Cowan Insurance Group to ensure limited business disruption in the event of unforeseen circumstance

Prepare agendas for meetings, transcribe and distribute meeting minutes

Prepare travel schedules, book travel arrangements, and make reservations for the President and other team members as required

Provide administrative support for accounting, billing and other related financial functions including acting as first line contact with vendors or clients for billing/invoicing queries

Answer telephone and electronic inquiries and relay telephone calls and messages and refer and/or redirect calls, emails, or visitors as required

Coordinate and/or support the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events

Develop strategies for improving business development and operational performance and relay quality improvement suggestions by actively participating in leadership roundtable meetings

Other duties as assigned by the office of the President that are related to this position

What does it take?

Degree or diploma in a related field (Administration, Customer Service, Business Operations etc.) or 3+ years in C-suite administration or another executive level support/ office admin coordinator role

3+ years of customer service experience

Excellent verbal and written communication skills

Knowledge of general office procedures involving procurement, travel, and budget management

Highly proficient in MS Office Programs (Word, Excel, PowerPoint and Outlook)

High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment that is fast paced and deals with high volumes of work

Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times

Ability to remain calm and poised in urgent situations and to respond quickly in a dynamic and changing environment

Demonstrated time management skills with the ability to prioritize and manage conflicting demands

Ability to work individually as well as part of a team

Strong conflict resolution skills

High level of integrity and work ethic, as well as work/output standards

Why us?

Challenge your thinking

You're valued for your passion, drive and creativity and given the support to do your best work. At Cowan Insurance Group, the pace is fast but the work is meaningful, interesting and complex, just like you like it.

Be in good company

Integrity matters. It drives our culture and fuels our collective desire to help our clients and communities thrive. At work, we're a team; friendly, supportive and collaborative.

Grow together

We believe in your potential. If you're looking to develop your expertise with learning opportunities and mentoring, we'll make that happen.

Benefits and perks

Competitive salary
Participate in our comprehensive pension and benefits plan on day one — no waiting period
Company-matched pension plan
Company-paid training and development courses
Community involvement

Are you interested?

Send your cover letter and resume to human.resources@cowangroup.ca and share your unique story with us.

Cowan Insurance Group is a proud equal opportunity employer. We celebrate each individual's unique differences and are committed to creating an inclusive environment for all. You'll be selected strictly on the basis of your qualifications, knowledge, and experience related to the requirements of this position.

If you require reasonable accommodation to complete the application and/or interview process, please let us know when we contact you.