Executive Assistant

Reports to: Principal / Presidents

Position Overview:We are seeking a highly organized and proactive Executive Assistant to support the Executives of our insurance brokerage. This role is critical in ensuring the smooth operation of the executive's office, allowing the leadership team to focus on strategic initiatives. The ideal candidate will be a self-starter with exceptional communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.Key Responsibilities:1) Executive Support:- Manage the Executives’ calendar, including scheduling meetings, appointments, and travel arrangements.- Prepare and edit correspondence, reports, presentations, and other documents as needed.- Handle confidential information with discretion and maintain a high level of professionalism.- Coordinate internal and external meetings, including logistics, agendas, and follow-up actions.2) Administrative Duties:- Maintain and organize files, records, and other documentation.- Assist with the preparation of board and management reports.- Liaise with clients, vendors, and other stakeholders on behalf of the Principal.3) Marketing Support:- Assist in the development and execution of marketing campaigns, including content creation and distribution.- Manage social media accounts, including posting updates and engaging with followers.- Coordinate the production of marketing materials such as brochures, newsletters, and digital content.- Track and report on marketing metrics, providing insights and recommendations for improvement.- Collaborate with external vendors and agencies on marketing initiatives.- Maintain and update the company’s website and ensure content is current and accurate.4) Project Management:- Assist in the planning and execution of special projects, including research, data analysis, and report preparation.- Coordinate and follow up on action items from meetings and projects.- Track project deadlines and ensure timely completion.5) Office Management:- Oversee office supplies and equipment, ensuring that the office environment is functional and well-maintained.- Coordinate with IT and other departments to resolve issues as they arise.- Assist with onboarding and training of new employees as needed.6) Event Planning:- Plan and organize company events, meetings, and conferences.- Manage invitations, RSVPs, and event logistics.Qualifications:a) Experience:- Minimum of 3-5 years of experience as an Executive Assistant, preferably in the insurance or financial services industry.- Experience supporting C-level executives is highly desirable.b) Skills:- Exceptional organizational and time management skills.- Strong written and verbal communication skills. Fluent English, Mandarin or Cantonese are a must.- Proficient in Microsoft Office Suite, especially in Excel, PowerPoint, and other relevant software.- Ability to work independently and take initiative.- High level of professionalism and confidentiality.c) Education:- Bachelor's degree in Business Administration, Communications, or a related field is preferred but not required.Compensation:- Competitive salary commensurate with experience.- Benefits package including group benefits plan, paid time off and holidays.How to Apply:Interested candidates please submit your resume and a cover letter detailing your relevant experience to hr@chatin.ca. Thank you !