Medical Office Administration jobs in Welland, ON

At Duliban Insurance, our values of honesty, integrity, and hard work guide everything we do—from our innovative approach to insurance to our commitment to the communities we serve. We strive for excellence while staying true to our local roots. Duliban Insurance Brokers is an award-winning, third-generation brokerage and a divisional brokerage of The McDougall Insurance Group. Consistently recognized as a top insurance workplace, we are proud of the reputation we've built for both exceptional client service and a strong team culture. With offices across Niagara and Haldimand, our team is dedicated to helping clients find simple, affordable solutions for their auto, home, business, and farm insurance needs. Become a valued member of the Duliban Dream Team and work alongside dedicated, motivated individuals who are passionate about serving our clients and communities.

Job Title: Executive Assistant

Department: Executive/Administration

Reports To: The President

Compensation Range:

Hours of Work: Monday to Friday, 8:30am to 4:30pm (37.5 per week)

Work Location: Fonthill, Ontario, Canada with travel to other office locations as required.

Position Type: Permanent, Full-Time

Vacancy Status: Existing

The Opportunity
The Executive Assistant is a key partner to the President and leadership team, helping keep day-to-day operations running smoothly. This role blends executive support with coordination across teams, initiatives, and overall operations. We're looking for someone who brings sound judgment, discretion, and a proactive approach in a fast-paced environment.

Duties & Responsibilities

Executive & Administrative Support

• Act as the primary point of contact and gatekeeper for the President, managing calendar, appointments, and scheduling priorities.
• Coordinate travel arrangements, including detailed itineraries and logistics.
• Prepare briefing materials, meeting agendas, and background information to support executive meetings and decision-making.
• Draft and manage executive communications including emails, presentations, reports, and company announcements.
• Screen and prioritize incoming correspondence and requests, ensuring alignment with executive priorities.
• Provide occasional personal administrative support to the President as required while maintaining appropriate professional boundaries.
• Manage executive expense reporting and administrative processes.
• Utilize insurance industry software and systems, including Applied EPIC, to access, organize, and maintain information as required to support executive and business needs.

Leadership, Operations & Events Coordination

• Coordinate leadership meetings, company town halls, board meetings, and strategic planning sessions.
• Prepare meeting materials, record minutes, and track follow-up actions to ensure key initiatives remain on track.
• Assist in coordinating cross-departmental projects and supporting leadership priorities.
• Support planning and logistics related to company initiatives, acquisitions, partnerships, and strategic projects.
• Assist with preparing internal updates, presentations, and company communications.
• Organize and coordinate company events, leadership summits, charitable initiatives, and internal gatherings both in-office and off-site.
• Manage office systems, ordering supplies, and vendor relationships to maintain an efficient and professional working environment

External Relations & Confidential Administration

• Serve as a professional point of contact for clients, insurance carriers, partners, and industry stakeholders.
• Coordinate meetings and communications with key external contacts.
• Assist in preparing presentations, proposals, and partnership materials when required.
• Maintain strict confidentiality regarding company strategy, financial information, and personnel matters.
• Organize and maintain executive records, documents, and files.

Required Skills and Qualifications

• Demonstrates professionalism, discretion, and integrity when handling confidential and sensitive information
• Strong written, verbal, and interpersonal communication skills
• Proven ability to manage multiple priorities, deadlines, and competing demands
• Proactive, resourceful, and able to anticipate needs and take initiative
• Strong judgment, attention to detail, and problem-solving skills
• Ability to work both independently and collaboratively in a fast-paced environment
• Previous experience working within the insurance industry, preferably in a brokerage or insurance company environment
• Familiarity with insurance industry software and systems, with experience using Applied EPIC considered an asset
• Experience supporting senior leaders with calendar management, scheduling, meeting coordination, and travel arrangements
• Skilled in preparing reports, presentations, correspondence, and executive communications
• Experience coordinating meetings, events, and cross-functional initiatives
• Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel
• Post-secondary education in Business Administration, Office Administration, or a related field preferred
• Ability to maintain a high level of professionalism when interacting with internal and external stakeholders

Benefits

• Comprehensive benefits package, including medical, dental, and vision coverage
• Health Spending Account (HSA)
• RRSP and DPSP programs
• Paid personal days
• Competitive vacation entitlement
• Paid time to volunteer in the community
• Ongoing training and professional development opportunities

Accommodation
Duliban Insurance Brokers Ltd. is committed to providing accommodations throughout the recruitment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the hiring process, please let us know and we will work with you to meet your needs.

Artificial Intelligence (AI) Hiring Disclosure
Duliban Insurance Brokers Ltd. does not use artificial intelligence (AI) to screen, assess, or select applicants for employment. Every application and resume is reviewed by a member of our hiring team.

Equal Opportunity Employer
Duliban Insurance Brokers Ltd. is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs. We are committed to fostering a respectful, inclusive workplace where equal employment opportunities are available to all applicants and team members.