Update: Mar 27 2017 – 13:41 EST

Application process has been closed off due to overwhelming support and interest. Thank you very much!


Executive Assistant

Job Description

As the Executive Assistant, you will be responsible for providing proactive and detailed administrative support to relieve and assist the Leadership Team. In addition, you will coordinate general team management and complete special projects. Effective execution of tasks with a high level of detail and accuracy. You will anticipate their needs and be a resourceful administrator who excels at taking things off of your Managers plates. Your acumen will reflect their values and those of the company in all that you do. You are a self-starter who can see the big picture and rock it!

Roles & Responsibilities

  • Arrange meetings, conference calls, travel arrangements, handle corporate records and filing, collect, prepare and distribute presentation materials for meetings/discussions;
  • Take and prepare meeting notes, minutes and other records;
  • Arrange and facilitate office / industry events;
  • Prepare and process more complex presentations and reports, often independently compiling first draft as directed;
  • Manage incoming communications to the Leadership Team (mail/telephone/fax etc.) and respond or deal with issues as appropriate;
  • Provide administrative support using advanced knowledge of Microsoft Office and other programs you will be required to learn;
  • Type and prepare various correspondence and reports;
  • Exercise judgement within generally defined practices and policies in selecting methods and techniques for obtaining solutions;
  • Discreetly handle and safeguard highly sensitive and confidential information;
  • Ensure the Leadership Team is prepared with all required material / documents for daily meetings;
  • Keep the President and Operations Manager on schedule, including ensuring they remember to leave the office for the day (at a reasonable hour) and eat…they get very focused (they love what they do a bit too much some days);
  • Stay one step ahead and be proactive to assist in taking as much off their plates as you can;
  • Other duties as assigned.


  • 3-5 years’ experience as an Executive or Senior Level Administrator supporting a team in a fast-paced environment (essential)
  • Experience in insurance (asset, not required)
  • Bachelor’s degree in business administration or equivalent (asset)
  • MUST have ability to maintain high level of confidentiality
  • Excellent customer service – we’re serious about our customer service
  • Accurate and timely completion of all your assignments
  • Love of technology and learning new programs/systems
  • Ability to anticipate the needs of the Leadership Team
  • Work well under pressure, work hard and plays hard
  • Sense of humor, we like to have fun while we conquer the world


We are a high growth company. Every day is going to be different, and it’s not going to be easy. Some days, you’ll feel as low as Dr. Dre’s Impala. Others, you’ll feel as high as Snoop Dogg. Start-up life requires the right balance between intelligence and perseverance, but mostly perseverance.

Please don’t apply if you’re looking for a cozy 9-5 gig to fund your social life. However, if you’re hungry to learn, want to build something you’re proud of, help fix insurance and are ready to challenge yourself, please keep reading.

Mitchell & Whale Insurance Brokers (M&W) established in 1948 is ranked 2nd in Canada by Insurance Business Canada Magazine.We are a fast growing, exciting, forward thinking business looking for the best, brightest, talented insurance people to help us accelerate our continued growth and expansion. When we say fast paced and growing we mean it! We have experienced massive growth in the last three years, hired 24 people in the last 24 months, and have plans to double that again in the near future. We are talking Canadian record setting levels. Combined with excellent sales we are focused on exceptional customer service and our mandate is to provide our clients with the best broker experience possible.

We are looking for the right people to fit our positive team environment focused on success. This position requires a customer focused individual that is a driven self-starter, super organized, with high attention to detail with a positive attitude. You will need to be comfortable working by phone, email, smart phone and have excellent verbal and written communication skills. If you are a high achiever that is ready to join a winning team then we would like to talk to you!

We provide a friendly, supportive team atmosphere, where your opinion matters. You will not be micro managed; rather given the freedom to work independently with support and accountability for meeting and exceeding targets and goals. We are highly focused on your education, growth and success as a career insurance professional.

If you are committed to excellence, believe you could be a valuable addition to the team and would prosper in a dynamic, creative environment of a growing business where you can advance your career, then please e-mail your resume and cover letter with references to us. careers@mitchellwhale.com, please quote Rock Star EA in your subject line.

VOTED #1 Brokerage in Ontario

Mitchell & Whale Insurance Brokers was recently voted #1 in Ontario by the Insurance Business Canada magazine. Read more

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