Office Admin Specialist

Join Us as an Office Admin Specialist

Who We Are

Tokio Marine Canada (TMCan) is a Canadian early-stage entrepreneurial commercial P&C insurer based in Toronto. We partner with select brokers to deliver tailored business insurance solutions across Canada.  

As part of the Tokio Marine Group, we are able to collaborate under a shared framework while maintaining autonomy and local decision making. We support Canadian businesses in taking smart risks by delivering practical insurance solutions and exceptional service through trusted broker partnerships.

The Opportunity

In this role you will be accountable for managing and looking after the Toronto 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.    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, well-organized and engaging work environment.

What You'll Be Doing

Key Responsibilities 

 Office Services:

• Front Desk Reception: As the "first-impression" of the company, greet visitors warmly, respond to incoming calls, direct inquiries, and maintain a professional reception area. Be the face of Tokio Marine Canada.
• Manage office operations and facilities needs to ensure a seamless workplace experience including ordering office and kitchen supplies as needed and ensure office is clean, orderly, and well maintained. Ensure kitchen is kept tidy including loading/unloading dishwasher.
• Place catering orders when requested and ensure catering is displayed professionally and cleaned up when complete.
• Responsible for all communication with landlord and manage any required work, maintenance, leasehold improvements, etc. through 3rd party vendors.
• Take the lead in office planning and configuration, update floor plans, seating assignments, etc. 
• Working alongside senior executives, assist in planning and coordination of an office relocation. 
• Be a member of the Joint Health and Safety Committee and ensure office facilities are compliant with safety regulations, such as local fire codes, accessibility, and any other required laws.  Be one of the offices' Fire Marshalls.
• Coordinate and distribute incoming and outgoing mail/courier packages. 
• Deliver new employee orientation training with HR and provide support with employee onboarding and offboarding as required. 
• Create employee 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.
• Lead and coordinate shared workspace/meeting space as needed for remote offices in BC, QC, and Alberta.

Administration:

• Provide administrative support with high level of urgency and accuracy to the CEO.
• May also provide administrative support to other senior staff as needed. 
• Document management, including maintaining, monitoring, documenting and/or reporting for a variety of things that support our corporate strategy and critical success factors.  

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 (ESG, DEIB, GCC) 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.
• Helping Marketing department with external events as applicable including ordering supplies, event set-up and take-down, preparation, etc.

Who You Are

You are a positive and reliable service-oriented team player who thrives in a collaborative, fast-paced culture.  You take pride in being the glue that holds the office together.  You love knowing everyone who works in the office and are always there to lend a helping hand. 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 bring:

• A university degree/college diploma preferred
• 5+ years' experience in a similar role, ideally in professional services (ie. insurance, financial, real estate).
• Friendly and customer service-oriented demeanor
• Dependable with high level of accuracy and 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.
• Ability to work in fast paced environments, where multitasking is a must.
• A collaborative approach with a client-first mindset and an ability to bring people together.
• Experience in office operations with knowledge of office procedures, inventory & supply management, and vendor relations.
• Experience in corporate event planning.
• 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.
• Self-motivated, able to learn quickly and work with minimal direction.
• 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.
• Ability to lift up to 25 lbs
• Excellent written and verbal communication skills in English (Fluency in French is a definite plus)

Working Conditions

This position typically operates in a standard office environment. This role may occasionally be required to move heavy items including desks, water jugs, catering, etc or assist with minor office setup tasks. Regular hours are Monday through Friday 8:30-5pm, with flexibility to accommodate occasional overtime or special events.

This posting is for an existing vacancy at Tokio Marine Canada. We are actively hiring for this position and encourage qualified candidates to apply.

Tokio Marine Canada may use AI tools during the recruitment process to assist with screening, assessment or selection of applicants for a position.

The anticipated salary range for this position is 70,000-85,000. Compensation may vary for roles in other regions to reflect local market conditions and currency differences. At Tokio Marine Canada, our salary ranges are designed to reflect the skills, experience, and responsibilities required for each role while providing room for growth. For experienced professionals, offers are typically positioned near the midpoint of the range. The upper end of the range is reserved for individuals who consistently deliver exceptional performance and impact. Candidates who are newer to the role may start below the midpoint, with opportunities to progress as they develop. Final offer decisions take into account factors such as location, relevant experience, and individual skill set.

Life at Tokio Marine Canada  

At TMCan, we're a relationship company. We value collaboration, innovation, and inclusion, where every voice matters and every team member makes an impact. We believe in flexibility, authenticity, and growth: because when our people thrive, so does our business.  

Our CARE values guide everything we do:  

Collaborative: We communicate openly, support one another, and work as one team.  

Achieving Excellence: We challenge the status quo and exceed expectations.  

Responsive: We anticipate needs and deliver timely, exceptional service.  

Ethical & Respectful: We act with integrity and empower our people to do the right thing.  

Our Commitment to an Inclusive and Respectful Workplace  

At TMCan, we are deeply committed to fostering a culture of equity, diversity, and inclusion. We strive to create a workplace where every individual is welcomed, respected, and valued for their unique identity and perspective. By embracing our differences and learning from one another, we aim to build a positive and empowering environment for all.  

Tokio Marine Canada was proudly recognized as one of the Best Places to Work in Canada by Canadian HR Reporter in 2024.  

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.   

Tokio Marine Canada is not accepting unsolicited resumes from search firms for this position.

If you are a search firm, you will not be compensated in any way for your submission of a candidate, even if TMCan hires that candidate.