EA & Workplace Experience Specialist (or Manager)

Executive Assistant & Workplace Experience Specialist (or Manager)

Who We Are

We are Tokio Marine Canada (TMCAN), an entrepreneurial, early-stage Canadian insurance company based in Toronto, with a focus on the commercial Property and Casualty industry. We are part of the Japanese-based Tokio Marine Group of Companies, one of the world’s largest and most reputable insurance organizations. At TMCAN we will work with select brokers across Canada providing business insurance solutions for Canadian customers across a broad spectrum of insurance coverages.

Our Noble Purpose: We believe in a future Canadian Society that is innovative, progressive, and prosperous. This will require businesses to grow, challenge the status quo, and take calculated risks. We exist to help Canadian business by supporting them in the risks they take on by partnering with select professional brokers in providing practical solutions, superb service and being there in their times of need. We are Tokio Marine Canada – we aspire to be a Good Company – and you can trust us to always do the right thing.

The Opportunity

In this role you will be accountable for managing the office, providing executive administrative support, and for driving initiatives that create workplace efficiencies and/or boost employee morale, including overall responsibility for employee events, vendor and supply management, and providing operational and administrative support. You will manage daily office operations, identify opportunities for process improvements, collaborate across teams, and oversee workplace projects and initiatives to create a productive, cost-efficient, and engaging work environment.

What You’ll Be Doing

Events & Meetings:

• Plan and coordinate company social events including the annual holiday party, employee summer event, monthly social hours and other team-building activities. Create budget and coordinate logistics including venue selection/catering, calendar management, invitations/RSVPs, surveys, communications, and ensure a successful event.
• Manage recurring company meetings (i.e., town halls, SLT meetings, monthly learning sessions, quarterly breakfast with Senior Leaders, quarterly new employee lunch with CEO, etc.), including calendar management, invitations, surveys, agendas/materials, venue booking/catering as required.
• Provide support for internal committee meetings as assigned including agendas, providing meeting materials, preparing minutes, and engaging with colleagues to ensure follow-up items are completed.
• Coordinate and manage logistics for Strategic Planning off-site meetings including venue selection, agenda, meeting materials, meeting logistics, travel, meals and accommodation, meeting minutes, etc.
• Coordinate all logistics and support for Board meetings as assigned by CEO/CFO.
• Coordinate group travel and secure corporate/group rates for team attendance at a conference/industry event, where applicable.
  
  
  

Culture

• Deliver new employee orientation training with HR, create new employee bios, and provide support with employee onboarding and offboarding as required.
• Create employee/culture communications and coordinate celebrations/milestone acknowledgements.
• Update organizational charts and manage the Culture page on the Company Intranet.
• Create and run ongoing initiatives to build corporate culture & support a positive employee experience.
  
  
  

Administration

• Provide executive administrative support with high level of urgency and accuracy to the CEO.
• May also provide executive administrative support to the CFO and COO as needed.
• Prepare expense reports for CEO & senior executives as required.
• Order business cards for employees who need them.
• Distribute broker contracts and other documents via DocuSign and follow up as required.
• Document management, including maintaining, monitoring, documenting and/or reporting for a variety of things that support our corporate strategy and critical success factors.
• May be required to create high quality presentations and letters, contracts, or proposals as required.
• May assist with Sales Force entry/review, update contact lists (brokers, vendors, etc.) and/or other administrative tasks supporting the business such as creation of professional presentations, letters, contracts, and/or proposals.
  
  
  

Corporate Services

• Manage office operations and facilities needs to ensure a seamless workplace experience.
• Oversee vendor relationships and negotiate contracts to ensure cost-effective and high-quality services.
• Develop and execute budget plans to optimize office operational costs.
• Identify and implement process improvements for workplace efficiency/enhanced employee experience.
• Order office and kitchen supplies as needed and ensure office is clean, orderly, and well maintained.
• Responsible for all communication with landlord and manage any required work, maintenance, leasehold improvements, etc. through 3 rd party vendors.
• Take the lead in office planning and configuration, update floor plans, seating assignments, etc.
• Take the lead when we are ready to consider expanding or moving the office in Toronto and/or opening offices in other provinces.
• Manage the relationship with our corporate travel partner, communicate company processes, review monthly reporting, escalate as needed.
• Participate in all joint health & safety committee meetings and ensure office facilities are compliant with safety regulations, such as local fire codes, accessibility, and any other required laws.
• Coordinate and distribute incoming and outgoing mail/packages.
  
  
  

Who You Are

You are a positive reliable service-oriented team player who thrives in a collaborative, fast-paced culture. You are a self-starter who takes initiative and is excited by the opportunity to jump right in. You are an efficient problem solver with high attention to detail, excellent organizational skills, and can multi-task with minimal direction. You take the initiative to anticipate needs, find solutions, and take accountability for results and are not afraid to roll up your sleeves and do the work that needs to be done. You take pride in the office and our work environment and how it helps to create a positive culture.

What You’ll Need

Education/Training/Experience:

• A university degree/college diploma preferred
• 5+ years’ experience in a similar role, ideally in professional services (ie. insurance, financial, real estate)
• Experience in office operations with knowledge of office procedures, inventory & supply management, and vendor relations.
• Experience supporting an Executive team.
• Experience in corporate event planning.
• Experience managing projects to budget and timeline.
• High degree of professionalism and experience dealing with diverse groups of people, including Board members, senior executives, employees, and other external stakeholders.
• Experience with office planning to maximize use of space/coordinate office moves is a definite plus.
  
  
  

Skills & Competencies

• Passionate about contributing to an organization with sincere interest in creating an efficient, welcoming, and well-managed workplace.
• Self-motivated, able to learn quickly and work with minimal direction.
• Proven success in optimizing the work environment and improving workplace experiences.
• Proven ability to make appropriate, informed decisions regarding priorities, time & resource use.
• Dependable with high level of accuracy and impeccable attention to detail.
• Thinks creatively and is flexible and adaptable to work effectively in changing situations.
• Ability to anticipate and react with sense of urgency to situations requiring quick response/turnaround.
• Proactive and action-oriented, able to innovate solutions quickly in a fast-paced environment.
• Highly organized with experience effectively managing competing & changing priorities.
• A collaborative approach with a client-first mindset and an ability to bring people together.
• Proven ability to hold self and others accountable.
• High level of integrity, tact, diplomacy, and sound judgement.
• Excellent written and verbal communication skills in English (Fluency in French is a definite plus)
• Proficiency in MS Office (Word, Excel, PowerPoint, Forms, Teams, and Outlook) and Docusign.
• Ability to commute to our downtown Toronto office at least 3 days/week.
  
  
  

What’s In It For You

You will have the opportunity to work with leadership and across teams and have an impact on the business, its growth, and the future of the company. The opportunities for the people that join Tokio Marine Canada are significant, from personal and professional growth to innovation and collaboration, we are committed to fostering an environment to help our people work together and realize their potential.

Opportunity awaits - come realize your potential at TMCAN!

A Bit More About Us

At Tokio Marine, we are a new and growing company. We value collaboration and knowledge sharing and we actively seek out ideas. Your work will have an impact. We support our employees’ growth. We work hard to create a dynamic company culture that reflects our vision – to be a good company. We seek ways to give to help our communities and support causes important to our employees. We believe our employees represent the best this industry has to offer, and we want to keep building on that.

We work in a hybrid model and you should expect to split your time between working in the office and working remotely, with flexibility based on the role and the business needs. We currently have an office in downtown Toronto and will eventually be establishing offices in other provinces. Should you currently work in a province where we do not have an office, you will remain remote until such time as we do establish an office.

TMCAN is committed to fostering an inclusive and accessible environment where employees feel valued and respected and where every employee has the opportunity to realize their potential. We are committed to providing reasonable accommodations, if required, and will work with you to meet your needs. If you are a person with a disability and require assistance during the application process, please let us know .