Executive Assistant

We put our people first. As an employer of choice, Acera Insurance, offers an outstanding workplace and employee culture that creates valuable opportunities for all employees. 

Our people are:

• Encouraged to challenge the status quo and never stop learning in their commitment to excellence.
• Empowered with a sense of accountability and autonomy to take ownership of their work.
• Treated with respect and act with integrity by putting clients, colleagues, and community first.
• Recognized for their achievements and celebrate festivities, big and small, to make work fun.

We also proudly offer most employees the opportunity to become owners. With over 700 employee owners, Acera Insurance is the only Canadian brokerage that is widely owned by its employees. Our employee owners have a vested interest and get to share in Acera Insurance's success — which they make possible.

Join our award-winning network of over 1,300 professionals across Canada and change the way people feel about insurance.

EXECUTIVE ASSISTANT

We are seeking a highly organized, proactive, and service-driven professional to join our team in a hybrid role that combines the responsibilities of an Executive Assistant, Facilities Coordinator, and Team Lead for the Admin Team. This multifaceted role supports senior leadership, oversees the daily operation and presentation of our office spaces, and leads the front office team to deliver a high standard of service to internal and external stakeholders. 

You'll be the key connector between people, processes, and places - ensuring seamless administrative operations, a welcoming and functional workplace, and support for executives and team members. 

MAIN RESPONSIBILITIES: 

• Executive & Administrative Support 
• Prepare meeting agendas, attend meetings, and record minutes 
• Manage calendars, appointments, travel arrangements, and accommodations for the executive team 
• Complete credit card reconciliations and assist with expense reporting 
• Manage email distribution lists and internal communication support 
• General administrative duties including photocopying, correspondence, and ad hoc reporting 

Facilities Coordination & Office Management 

• Order and manage office, janitorial, and kitchen supplies (stationary, dairy, coffee, etc.) 
• Oversee maintenance and cleanliness of office spaces (internal and external) across all locations 
• Troubleshoot and resolve facilities-related issues 
• Coordinate office layout changes, renovations, cubicle and office allocations 
• Manage supplies for printers and mail machines 
• Liaise with vendors; manage contracts, maintenance schedules, and negotiations 
• Coordinate off-site storage and archiving 
• Oversee Occupational Health & Safety (OH&S) Program as Safety Coordinator 

Admin Team Leadership 

• Lead and support the front office team including reception and mailroom functions 
• Provide scheduling, holiday relief, and backup coverage for front desk 
• Foster and support initiatives aligned with company culture and employee experience 
• Plan and coordinate internal meetings, team socials, and employee engagement events 
• Monitor and approve office-related expenditures 
• Maintain a polished, professional presence and ensure high-level service for team members and guests 
• Provide reception coverage as needed 
• Additional duties and projects as assigned 

LOCATION AND STATUS: 

Victoria, BC

Permanent Full-Time (35 hours/week)

Compensation: Acera's total compensation offerings are based on pay for performance that recognizes exceptional individual and company performance.  The typical hiring range for this position is from $55,000 - $75,000 CAD annually; the pay offering is based on location and will vary depending on related education, client service experience, proven knowledge, skills, and internal equity.    

QUALIFICATIONS: 

• High School Diploma required; post-secondary education in Business Administration or related field is an asset 
• 5–8 years of experience in office management, administration, or facilities coordination, including experience with Occupational Health & Safety programs 
• 3–4 years in an administrative or executive support capacity considered an asset 
• Proven experience working with multi-line phone systems, vendor relationships, and office supply management 
• Intermediate to advanced level with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) 

VALUES & COMPETENCIES: 

• We're looking for someone who is: 
• Organized and detail-oriented, with excellent follow-up and follow-through 
• Professional and a strong communicator 
• A natural leader with experience managing people and processes 
• Calm under pressure and solution-focused 
• Tech-savvy with the ability to troubleshoot basic office equipment and systems 
• Adaptable, with a "can-do" attitude and a willingness to take on evolving responsibilities 
• Process-oriented and continuously looking for ways to improve workflows 
• Discreet and trustworthy with confidential information 
• Energetic and committed to delivering an exceptional service experience to all 

Acera Insurance is the largest independent, employee-controlled brokerage in Canada. We are proudly 100% Canadian owned and operated. With over 70 locations across British Columbia, Alberta, Saskatchewan, Ontario, Nova Scotia, and the Yukon, $1.4 billion in gross written premium, and $1.3 billion group retirement savings assets under management, our team provides individuals, families and businesses unbiased insurance and risk management solutions that have a distinct Canadian perspective. Our collaborative work structure combines our people's strength and expertise to offer greater value, knowledge, and resources to our personal and commercial clients nationwide, including comprehensive group benefits.

Acera Insurance is an equal opportunity employer and is committed to all forms of diversity in the workplace. All qualified individuals are encouraged to apply.