We are seeking a highly organized and detail-oriented individual to provide administrative and program support within a small, fast-paced office. This role is ideal for someone who thrives in a dynamic environment, enjoys a variety of responsibilities, and is passionate about delivering excellent customer service. You’ll play a key role in supporting a not-for-profit educational association, assisting a small team, and interacting directly with members, students, and partners.
DUTIES & RESPONSIBILITIES
General Administrative Functions
- Answer phone calls and manage voicemail
- Monitor and respond to inquiries from the general email inbox
- Maintain and update member/student database
- Process registrations and payments for courses, seminars, and events
- Provide timely and effective customer service to all stakeholders
- Manage accounts receivable and follow up on unpaid membership fees
- Collaborate with Marketing & Communications (MARCOM) to promote programs and events
- Support office upkeep and maintain a professional workspace
- Provide general administrative assistance to the Manager
Licensing Support
- Assist the Education Coordinator with class setup and processing of licensing applications
- Support exam coordination, including proctoring and preparing result letters for students and the Superintendent of Insurance
- Assist with invoicing and payment collection for licensing programs
CIP Course Support
- Support product creation and maintenance in the Aptify system
- Handle student registration and respond to related inquiries
- Prepare and process instructor contracts and documentation
- Assist with eLearning platform setup and course management
- Monitor invoicing, process payments, and manage account follow-ups
- Create and distribute surveys via SurveyMonkey; compile and analyze results
Webinar / Seminar Support
- Lead the planning, coordination, and execution of webinars and seminars
- Identify timely and relevant seminar topics in collaboration with subject matter experts
- Coordinate with facilitators and ensure smooth delivery of events (virtual and in-person)
- Create marketing materials for Manager approval
- Set up seminars in Aptify and manage registrations
- Host/facilitate webinars and seminars as needed
- Process event invoices, receipts, and certification letters for attendees
- Collect feedback through SurveyMonkey and analyze results
Special Events Support
- Assist in planning and logistics for special events (3–4 evening events annually)
- Set up event products in Aptify and manage registration
- Produce attendance lists, name tags, and on-site materials
- Social media marketing
- Support event setup and onsite logistics
- Create post-event surveys and compile feedback
Other Responsibilities
- Contribute to social media and digital initiatives
- Coordinate council and committee meetings; prepare and distribute meeting minutes
- Provide exam queue support during national examination periods as needed (may include weekend work, 3 times a year)
- Represent the Institute with professionalism and warmth to all stakeholders
- Ensure all interactions reflect the values and standards of the Institute
SKILLS & ATTRIBUTES
- Strong customer service orientation
- Fast learner with the ability to adapt quickly
- Excellent organizational skills and strong attention to detail
- Effective written and verbal communication skills
- Strong interpersonal skills and sound judgment
- Comfortable working under pressure and meeting deadlines
- Team-oriented with a positive attitude
- Able to manage multiple tasks independently
QUALIFICATIONS
- Proficient with Microsoft Office (Word, Excel, mail merge and Power Point)
- Social media experience (LinkedIn)
- Office experience (1 yr minimum)
- Insurance industry experience is an asset
Employment Arrangement
This is a hybrid employment mode with eight (8) days per month working in-person in the office and the remaining days working from home.
The Insurance Institute welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We thank you for your interest, however, only those candidates selected for an interview will be contacted.