Administrative Assistant

Job Summary and Mission

The Administrative Assistant plays a vital role in ensuring our agency runs smoothly by providing organized, proactive, and detail-oriented support to our internal teams and valued clients. This role blends day-to-day operational excellence with a strong customer service presence, helping to create an exceptional experience for both clients and colleagues. The ideal candidate is dependable, self-motivated and thrives in a fast-paced, collaborative environment.

Summary of Key Responsibilities

• Client & Office Support

  • Greet clients and visitors professionally and warmly.

  • Answer and direct incoming calls and assist with routine client inquiries.

  • Prepare client facing materials for meetings and communications.

  • Support client onboarding, offboarding and file maintenance

•  Administrative Operations

  • Open, sort, and distribute incoming and outgoing mail; manage faxes and postage.

  • Maintain and order office supplies and equipment.

  • Assist with scanning, photocopying, mailing, filing, and other clerical duties.

  • Maintain and organize both paper and digital records.

• Project & Compliance Coordination

  • Process health plan enrollments, terminations, and compliance notices.

  • Run motor vehicle records (MVRs) and issue Certificates of Insurance (COIs) for P&C clients.

  • Assist with audits and benefits platform (BerniePortal) build-outs.

  • Provide project-based support to the benefits team and other departments.

• Meeting and Document Preparation

  • ​Coordinate logistics and prepare materials for client renewal and team meetings.

  • Track tasks and support special administrative projects as needed.

Qualifications

• 1+ years of experience in an administrative or office support role.

• Proficient with Microsoft Office Suite (Word, Excel, Outlook, Teams, OneDrive).

• Excellent communication and interpersonal skills.

• Strong organizational and time management capabilities.

• High attention to detail and follow-through.

• Quick learner, comfortable with new technology and systems.

• Professional demeanor and polished presence.

• Team-oriented mindset with a positive, solution-driven approach.

Success Measures

• Maintains an orderly, efficient office environment that supports team productivity.

• Ensures client and team needs are met with consistency and professionalism.

• Proactively solves problems before they escalate.

• Demonstrates ownership over recurring tasks and responsibilities.

• Supports internal communication flow and ensures timely administrative follow-up.

Reports to:

• Senior Vice-President

Leadership and Core Competencies

• Driving Innovation: Encouraging creativity, challenging the status quo, and supporting breakthrough ideas.

• Leading change effectively: Navigating transitions, influencing others through change, and removing resistance.

• Attention to detail: Notices what others miss and takes pride in thorough work.

• Entrepreneurial thinking: Identifying opportunities, taking smart risks, and creating value through new initiatives.

• Relationship building: Creating strong, respectful and collaborative connections with others.

• Adaptability and Curiosity: Willingness to learn, unlearn and apply new skills quickly.

• Self-Discipline and time management: Staying organized, focused and productive.

• Self-reflection and growth: Regularly evaluating your performance and making improvements.

• Client Focus: Strives to exceed expectations in every interaction.

• Integrity: Adheres to our Mission & Values.

• Results-Oriented: Gets results and achieves goals.

• Navigates Ambiguity: Successfully functions and leads through uncertain times and changing priorities.