Executive Assistant

6 months ago

Waterloo, Canada Heartland Farm Mutual Inc. Full time

Located in Ontario and Nova Scotia, Heartland Mutual Insurance strives to be the Best Mutual. Our team of talented and dedicated professionals challenge the norm and strive to be extraordinary. It’s all about fulfilling our promise with a personal approach. With our team, you’ll bring this purpose to life every day by living our values, being open to change, and pursuing your career aspirations.

The role is accountable to the Board of Directors, President & CEO, and Heartland Executive Team. This role requires the ability to handle a wide variety of non-routine tasks in addition to core duties. Flexibility and a broad skill set are required to be successful in this role.

What you will do...

Providing Administration and Coordination Support for the Board, CEO and Executive Team
- Organize and attend board/committee meetings and take minutes. Draft minutes and circulate for review. Consolidate and issue the approved, final version of the minutes of the meeting in a timely manner.
- Co-ordinate information relating to Board meetings.
- Keep the Directors website Portal updated with all current information relating to the Board.
- Assist in the arrangement of staff and Board events, including venue, catering etc.
- Management of the Office of the President including providing direct support to the Board, President & CEO and Executive Team.
- Advisory service to the Board of Directors, President & CEO Executive Team relating to accountabilities and status of same.
- Coordinate travel arrangements for the CEO, Executive, and Board of Directors.
- Recording Secretary to the Board of Directors.
- Performs all duties of a confidential secretary to the President/CEO.
- Prepares a wide variety of confidential correspondence, reports, and composes routine and moderately complex correspondence as required.
- Coordinates President/CEO’s schedule, arranges meetings and maintains appointment calendar.
- Maintains and continuously monitors a “bring forward” action system for activities and projects delegated to others by the President/CEO.
- Coordinates the maintenance of office equipment, stationery, supplies, etc. as needed for the Board and CEO.
- Coordinate the general corporate information flow between the Board/CEO and its stakeholders.
- Coordinate the completion of Broker/Agent contracts and other official documents as required. Prepare the base contract documents and incorporate any changes required. Distribute to the signatories and ensure that they are returned with the proper signatures/approvals.
- Maintain an efficient administrative records system to ensure the availability of Board/CEO information.
- Coordinates Annual General Meeting for the organization.
- Coordinates attendance and travel to conventions for all Directors and CEO.
- Coordinate air travel for the whole organization.

What you will bring...

Knowledge and Expectations
- The use of professionalism, initiative and diplomacy in all interactions with all stakeholders.
- The ability to treat confidential information as such.
- Demonstration of exceptional communication skills.
- Strategic and operational knowledge of Corporate Governance, Board/Senior Executive initiatives, Broker Distribution System and sound business practices.
- Remaining on the leading edge of the evolution of the job through self-directed learning and continuous education.
- Knowledge of technical equipment, processes and procedures such as administrative systems, computers and software program as well as knowledge of the structure and personnel in the property/casualty insurance industry.

What we offer...
In return, we’ll give you countless opportunities to learn and grow. You’ll be empowered to be your best self, do your best work, and make a meaningful impact. Here, you can help shape the future of insurance, win as a team, and grow with us.
At Heartland our benefits are great and include not only health and dental coverage, but also a generous pension plan. All staff members share in our company’s success through our incentive plan. And with our hybrid work model, you get the best of both worlds - the ability to collaborate and connect with great colleagues and to enjoy the benefits of working from home.
Intrigued? We can’t wait to hear from you

A Place Where YOU Can Make a Difference Proudly Canadian. Mutually Owned.

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