The Executive Assistant supports the Executive team with administrative duties, regulatory compliance oversight, meeting and travel coordination, and facilitating efficient communication. This role involves scheduling meetings, handling correspondence, preparing documentation for regulatory bodies, and ensuring smooth operation within a fast-paced environment.
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 task 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 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 – bility to effectively work within challenging deadlines.
- Maintain accurate records of regulatory communications and assiting in preparing regulatory filings, corporate filings and compliance-related documentation on a timely basis.
- Assisting 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 meeting 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.
- Coordinates and manages 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.
- Establishes and maintains organized and confidential electronic and paper-based filing systems to ensure information is current and readily accessible.
- Manages, assists, and prioritizes document preparation and incoming correspondence, including e-mail management, leveraging exclusive access to highly confidential material. Demonstrates the ability to exercise appropriate judgment and confidentiality, responds on behalf of leader and/or outreach to others to prepare response or disseminate, as appropriate.
- Conducts research and creates 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.
- o 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
Cavell Risk Toronto, Ontario, CAN Office
100 King Street West, Suite 2630, , Toronto, Ontario , Canada, M5X1B1
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