The role of Agency Divisional Administration Assistant supports the Agency Divisional Manager as well as the Vice-President, Zone Manager.  The duties below are not exhaustive and provide a view of the day to day operations for the Agency at the Divisional Sales Manager level. The role will be responsible for the following:

•    Planning events for the Division including hotel price negotiation and booking, food and beverage price negotiation and booking, communications to the sales force with respect to event details, etc and obtaining required approvals prior to booking the events
•    Day of events; attendance tracking, liaise with the hotel during the events etc
•    Travel management for the Agency VP and Divisional Manager including booking flights, hotel, car or other travel arrangements
•    Communications within the Division that are ‘from the desk of the VP or Divisional Manager’ to ensure the sales force receives timely and accurate updates regarding sales related activities; incentive programs, meetings, recognition, sales results updates etc
•    Divisional incentives; coordination with vendors, obtaining required approvals as it relates to incentives, coordination of prize shipments and associated communications; including W Clement Stone awards and shipments
•    Coordinating and meeting preparation in conjunction with the Sales Agency Leaders to ensure hotels, flights, food and beverages and  meeting room bookings are accurate and presentation materials are ready; power point decks or other material to be distributed
•    Responsible for the sales banner and booth coordination and tracking
•    Responsible for receiving and fulfilling brochure orders from the sales force
•    Responsible for following internal practices for approvals on internal systems; Coupa and Laser as examples 
•    Reviewing and supporting the VP, Divisional Manager and Agency Directors with their completed expenses for accuracy and completion in a timely manner, prior to the leader’s submission for approval
•    Owns general administrative support for the Division for a variety of items including; vacation tracking, account payable invoices, regional supplies etc
•    Acts as the main contact for the local office phone line into the office; satellite to the Markham location
 

•    Graduated from a post secondary program
•    Minimum 3-5 years of relevant administrative experience (preferable within insurance industry)
•    Proven Microsoft Office skills required (Power point, Word, Excel and Outlook)
•    Excellent communication with the ability to work collaboratively and effectively with a team environment
•    Demonstrated ability to prioritize work, be flexible and resilient to change and remain highly organized
•    The role demands confidentiality and diplomacy while maintaining a sense of urgency 
•    Bilingual French/English an asset