Assistant, Business

Definity is the parent company to some of Canada’s most long-standing and innovative insurance brands, including Economical Insurance, Sonnet Insurance, Family Insurance Solutions, and Petline Insurance. Our ambition is to be one of Canada’s leading and most innovative property and casualty insurers. We can’t do that without our people, so we embrace and encourage a culture that’s collaborative, ambitious, rewarding, and empowering.

We offer a flexible, hybrid work experience where employees work from the office and virtually depending on the type of work they are doing and who they are working with. Bring your true self and be a part of our journey. It’s better here.

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.
  
  
  

Interested in this role, but don't meet every requirement? We encourage you to apply! We know from experience that a candidate doesn't need 100% of the qualifications listed to bring incredible value to our team. We're actively seeking diverse backgrounds and perspectives to help us make insurance better. At Definity, inclusion, diversity, and equity aren't just "nice to have" — they're essential to our success.

What's in it for you?

• Hybrid work schedule for most roles
• Company share ownership program
• Pension and savings programs, with company-matched RRSP contributions
• Paid volunteer days and company matching on charitable donations
• Educational resources, tuition assistance, and paid time off to study for exams
• Focus on inclusion with employee groups, support for gender affirmation surgery, access to BIPOC counsellors, access to programs for working parents
• Wellness and recognition programs
• Discounts on products and services
  
  
  

Actual salary for the role may vary depending on work location of the successful candidate and other factors including but not limited to, skills, education, experience, working conditions and the local labour market.  In addition to base pay, eligible employees may participate in various incentive plans which are paid out at the discretion of the company and subject to individual and company performance.

Go ahead and expect a lot — you deserve it.

It's better here — but don't take our word for it. Definity was named by Great Place to Work as one of the Best Workplaces in Canada for women, for youth, and for inclusion.

Our inclusive work environment welcomes diversity and supports accessibility. If you require accommodation at any time during the recruitment process, please let us know by contacting [email protected].

Background checks

This role requires successful clearance of background checks (including criminal checks and leadership references).