McDougall Insurance is now the largest insurance brokerage in Eastern Ontario. We represent over 50 insurance companies, giving us the ability to offer optimal selection and competitive rates. Here at McDougall we have created an Employee Promise. The leadership of McDougall Insurance promises to foster an environment of support, empowerment and inclusion, while investing in our employee’s future with McDougall Insurance. In turn, our employees promise to treat others with dignity and respect and strive to approach each day with a positive attitude and willingness to learn. Together, we promise to deliver Legendary Service to our customers and apply the McDougall principals of Trust, Honesty and Integrity with a goal of building strong lasting relationships. The result is our staff is engaged, accountable and professional.
At McDougall Insurance and Financial we offer our employees; a comprehensive benefits package, McDougall pension plan, staff appreciation days, social events, an employee incentive bonus plan, a competitive salary and paid vacation time starting at 3 weeks.
Position Overview
McDougall Insurance is seeking a highly organized, professional, and proactive Executive Assistant to provide high-level administrative, operational, and project support to the McDougall Insurance leadership team.
This is a highly confidential and trusted role requiring exceptional judgment, communication skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. The successful candidate will act as a key point of contact for senior leadership and a wide range of internal and external stakeholders.
Key Responsibilities
Executive and Administrative Support
- Provide comprehensive, high-level and highly confidential administrative support to the McDougall Insurance leadership team.
- Manage and coordinate the schedules and calendars of the Leadership Team, proactively identifying scheduling conflicts and working with the Leadership Team and internal/external stakeholders to resolve them.
- Support the planning and execution of leadership meetings, events, presentations, and other corporate activities.
- Coordinate internal and external meetings, including scheduling participants, securing meetings locations or sending virtual meetings links, preparing agendas and materials, and managing follow-up.
- Coordinate travel arrangements for members of the Leadership Team, including flights, ground transportation, accommodations, itineraries, meeting schedules, and related logistics. Travel will occasionally be required.
- Coordinate and assist with hosting clients, business partners, industry representatives, and other guests visiting McDougall Insurance.
- Ensure boardrooms and meeting spaces are professionally prepared ahead of meetings with internal and external stakeholders, including arranging beverages, company gifts, presentation materials, technology, and other required details to create a polished, welcoming experience that reflects our brand.
- Support planning and coordinating executive dinners, lunches, receptions, corporate functions, leadership meetings, and other business events, coordinating catering, meeting rooms, guest accommodations, and other event logistics.
- Coordinate the Leadership Team’s participation in conferences, industry and community events, meetings, and other external arrangements.
- Prepare meeting agendas, briefing materials, presentations, and other documentation as required by the Leadership Team, attending meetings as required to take notes, and coordinate follow-up.
- Prepare correspondence, emails, briefing notes, reports, memos, and other communications on behalf of the Leadership Team.
- Screen, prioritize and appropriately direct incoming requests and communications directed at the Leadership Team from internal and external stakeholders.
- Assist with expense reporting, invoice processing, credit card reconciliation and other administrative financial matters as required.
- Maintain a high level of confidentiality at all times when dealing with sensitive business, financial, strategic, and organizational information.
- Anticipate the needs of the Leadership Team and proactively identify needs and opportunities to improve organization, communication, and efficiency.
- Maintain accurate records, files, reports, and documentation.
- Serve as a trusted resource to the Leadership Team, helping ensure that priorities, commitments, meetings, travel, events and communications are effectively coordinated.
- Provide additional administrative and project support to the leadership team as required.
PowerPoint and Presentation Development
- Create and update professional PowerPoint presentations and/or presentation decks for Leadership Team meetings, company events, conferences, employee communications, individual Executive presentations, corporate events and external presentations, maintaining consistency with McDougall Insurance branding and presentation standards.
- Take information, data, and ideas provided by the Leadership Team and turn them into clear, concise, and visually appealing presentations.
- Research and incorporate relevant information, graphics, charts, and supporting materials.
Corporate Communications and Content
- Assist in developing internal and external communications on behalf of McDougall Insurance and the Leadership Team.
- Research and compile relevant industry news, articles, statistics, announcements, and other information to support company communications.
- Draft and/or coordinate company announcements, leadership communications, updates, newsletters, and other corporate communications.
- Proofread and edit written materials to ensure accuracy, clarity, professionalism and consistency.
- Maintain an organized file of corporate communications, articles, presentations, photographs, and related materials.
Excel, Reporting and Data Management
- Utilize Microsoft Excel to organize, analyze, and present business information.
- Prepare spreadsheets, reports, summaries, tracking documents, and dashboards and required.
- Support the Leadership Team with reporting and analysis by organizing data into useful, digestible formats.
- Generate and maintain tracking tools for projects, initiatives, meetings, action items, and other leadership priorities.
- Assist with the preparation of recurring management and executive reports.
- Ensure spreadsheets, reports, and supporting information are accurate, current, and professionally presented.
Project and Leadership Support
- Monitor deadlines, action items, and deliverables and proactively follow up with appropriate individuals.
- Coordinate information and deliverables between departments and members of the Leadership Team, supporting the monitoring of deadlines and action items, and proactively following up with the appropriate individuals.
- Support the coordination of cross-functional initiatives involving multiple departments or stakeholders.
- Assist with special projects and initiatives as assigned by members of the Leadership Team.
- Conduct research and prepare summaries or briefing materials to support executive decision-making.
Qualifications & Skills
- 3-5+ years of experience in an Executive Assistant, Senior Administrative Assistant, Office Manager, Business Coordinator, or similar role; experience supporting senior leadership or executives is considered an asset.
- Experience in a corporate, professional services, financial services, insurance, or similar business environment in considered an asset.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines simultaneously.
- Advanced proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint, with the ability to create polished reports, presentations, spreadsheets, and executive materials.
- Strong PowerPoint presentation development and formatting skills
- Strong Excel skills, including the ability to organize, manipulate, summarize, and present data.
- Excellent written and verbal communication skills, with strong attention to grammar, tone, and detail.
- Strong interpersonal skills and the ability to interact confidently with executives, employees, clients, partners, and other stakeholders.
- Demonstrated ability to draft professional correspondence, communications, presentations, and other executive-level materials.
- Exceptional judgment, professionalism, and commitment to maintaining confidentiality.
- Excellent problem-solving skills and the ability to work independently.
- Strong attention to detail and a commitment to producing accurate, high-quality work.
- Experience coordinating complex calendars, meetings, events, and travel arrangements.
- Flexibility to accommodate changing priorities and occasional travel as required.
** A higher salary may be considered for candidates with additional years of relevant experience.
McDougall Insurance and Financial is proud to be an equal opportunity employer. We aim to find individuals who are passionate about their work and treat others with dignity and respect.
If you need assistance or an accommodation, you may reach out to our Human Resources Department through our website:
https://www.mcdougallinsurance.com/contact/
This position reflects an existing vacancy within the organization.
#lp
Pay: $60,000.00-$75,000.00 per year
Benefits:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
Work Location: In person
