Executive Administrative Officer

Crichton Insurance Agency is seeking a highly organized, proactive and detail-oriented Executive Administrative Officer to join their team. This role is responsible for providing essential support, coordinating activities, and keeping operations moving efficiently. The successful candidate will work directly to support the People & Operations Manager and the wider organisation in achieving their goals. This is a dynamic role requiring an individual who can manage multiple priorities, exercise sound judgment, maintain confidentiality, anticipate needs, and provide reliable support to management while ensuring administrative processes are handled accurately and efficiently.

Support the People & Operations Manager, Coordinate team activities, Help keep operations moving, Administrative duties as required. Provide direct and comprehensive administrative support to the People & Operations Manager. Manage appointments, meetings, schedules, correspondence and other commitments. Prepare correspondence, reports, presentations, schedules, meeting materials and other business documents. Monitor assignments and follow up to ensure timely completion. Assist with meeting preparation, including agendas, minutes and action items. Conduct research and gather information for planning, reporting and decision-making. Assist with special projects, company initiatives, events and other assignments. Anticipate administrative needs and identify matters requiring attention. Handle confidential and sensitive information with professionalism and discretion. Coordinate and support day-to-day office operations. Maintain accurate and organized physical and electronic records. Prepare forms, letters, reports, presentations and other documents. Coordinate internal communications and follow up on matters. Assist with management and operational reports. Monitor office supplies and service requirements. Liaise with clients, insurers, service providers, regulatory bodies and other stakeholders. Support business development, marketing initiatives, staff activities and special projects. Identify opportunities to improve processes and efficiency. Maintain a professional, organized and welcoming office environment. Provide administrative support to underwriting, claims and other departments. Assist with the preparation and processing of basic insurance and policy-related documentation. Maintain accurate records in accordance with company procedures. Assist with branch, production, renewal and other management reports. Coordinate communications and follow-ups with branches, staff, clients, insurers and other stakeholders. Support management with company initiatives, training, meetings, events and special projects. Assist with administrative processes designed to improve efficiency and client service.

Bachelor's Degree in Business Administration, Accounting, Management, Public Administration, Executive Assistance or a related field. Minimum 2 years' experience in an administrative, executive assistant, personal assistant, office management, accounting support or similar role. Practical knowledge of accounting, bookkeeping or financial administration. Experience supporting a senior manager, executive or business owner (advantageous). Experience in the insurance, financial services, professional services or corporate sector (an asset). Excellent written and verbal communication skills. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong Excel skills and report-writing, documentation and presentation skills. Excellent organizational and time-management skills. Ability to manage confidential information with discretion. Ability to manage multiple priorities and work under pressure. Professional, resourceful and highly organized. Excellent attention to detail and accuracy. Strong communication and interpersonal skills. Initiative and sound judgment. Strong follow-through and accountability.

Competitive compensation package, Professional development opportunities, Dynamic and growth-oriented work environment, Opportunity to play a key role in the continued success of the organization.