Administrative Coordinator

Administrative CoordinatorLocation: Hybrid - Kingston, ONThe total target compensation (TTC) range, including salary and target bonus, is $45,050 - $75,260. This TTC range is applicable to permanent roles only; fixed-term contract and casual roles are not eligible for annual bonus and would receive only the base salary component. The actual base salary offered within this range will be determined by the successful candidate’s skills and experience, as well as internal equity.Empire Life is looking to hire an Administrative Coordinator to join our Corporate Services team We are actively seeking candidates to fill a current, open position. The Administrative Coordinator provides comprehensive, high-level administrative support to members of the senior leadership team. Acting as a central point of coordination, this role ensures operational efficiency by managing communication and schedules, coordinating complex projects, and handling sensitive financial and organizational tasks. The incumbent must exercise a high degree of discretion and professional judgment in a fast-paced environment.Why pursue this opportunityThe role - this is a new position and your chance to join a growing team, while being provided the opportunity to make an impact. Impactful work - get the opportunity to work on meaningful projects that have a positive impact on our customers, our company, and society as a whole.The opportunity - collaborate with cross-functional teams and work on a variety of projects that will keep you engaged and continuously learning.What you’ll be working onManage calendars, appointments, and meetings for senior leadership members, ensuring optimal time management and prioritization.Handle incoming and outgoing communications, including emails, calls, and messages, with a high level of professionalism and confidentiality.Coordinate internal and external meetings and ensure effective communication of information to key internal and external stakeholders. Proactively manage travel bookings and timely filing of expense reports.Assemble and analyze highly confidential information from multiple sources, and prepare reports, agendas, presentations, etc.Exercise discretion in handling sensitive information and ensure the confidentiality of executive communications.Assist with problem-solving and decision-making, contributing to effective and efficient operations.Support the execution of projects by tracking tasks, deadlines, and deliverables.Collaborate closely with cross-functional teams to ensure seamless communication and coordination in support of company-wide special projects and initiatives. Perform other administrative duties related to the group management, including conference registrations, managing technical and facilities related issues, ordering office supplies, and other tasks, as needed.Manage the procurement and maintenance of office supplies and equipment and coordinate and maintain vendor service contracts; review orders for supplies and services to ensure costs are managed within budgetary parameters.What we’re looking for you to haveCompletion College or University degree in a related field and 2-4 years of relevant experienceClear writing, keyboarding (strong typing speed and accuracy), editing and proof-reading skillsDetail-oriented, highly organized with a “self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole.Demonstrated experience effectively escalating issues to appropriate parties and applying sound judgment Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides, Gmail).Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental “expert” and/or “trainer” in specified software platforms.Experience with calendar management tools, particularly Google Calendar or Outlook Calendar.Exceptional written and verbal communication skills.High emotional intelligence (EQ) and the ability to handle sensitive situations with empathy and professionalism.Excellent time management and organizational abilities.High level of discretion and confidentiality.Strong adaptability and flexibility in a fast-paced environment.If you are applying for a position which is open to applicants across Canada, unless otherwise indicated in the position, language proficiency in English is required for communicating with customers, advisors, or employees across Canada.Our hiring process includes AI screening for keywords and minimum qualifications. Recruiters review all results.Beyond the salaryFor permanent full-time positions, Empire Life offers a comprehensive total rewards package that includes:Hybrid work modelCompetitive salaries with annual pay increasesAnnual bonus program, which recognizes both strong company performance and individual contributions, for non sales positionsAccess to learning & development programs, and education/tuition reimbursement (role dependent), to support your professional growth and career advancement.Competitive uncapped commission, for sales positionsA comprehensive employer-funded benefits package starting from day one of employment, that includes life insurance, health and dental and a generous health accountFlexible work arrangements and an annual allotment of personal health days.Four weeks annual vacation from hire dateA defined contribution pension plan with generous employer matchingTop up programs for parental leave and compassionate leaveEmployer-sponsored wellness and recognition programsA cash employee referral programTo learn more about working at Empire Life, visit https://www.empire.ca/workatempire.Get to know usEmpire Life is proud to be an equal opportunity employer. We celebrate diversity, are committed to creating an inclusive environment, and welcome everyone to participate in our application process. We encourage those of all backgrounds and experiences to apply, even if you don't believe you meet each unique qualification outlined. Applicants will receive equal consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. Empire Life welcomes applications from people with disabilities and disabled people. Accommodations are available upon request for candidates taking part in all aspects of the screening and selection process. If you need this job posting in an alternative format or have any accessibility questions, please contact recruitment@empire.ca.