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Insurance Institute

Administrative Assistant (CONTRACT, Part-Time)

Canada-Nova Scotia-Dartmouth


Company Information

The Insurance Institute is the premier source of professional educaton and career development for Canada's property and casualty insurance industry.

Job Description

CONTRACT, PART-TIME (2 days a week – 14 hours/week) 

Location:           Insurance Institute of Nova Scotia (IINS)

                         Dartmouth, Nova Scotia 

Reports to:       Manager, IINS

Job Summary:  Based in the Dartmouth office, the successful candidate in this role will contribute 2 days a week to the operations of IINS. 

The incumbent will handle specific functions related to licensing, seminars and industry networking events.  With direction, support, and assistance from the Manager and Education Coordinator, this individual will assist with the planning, coordination, delivery, and post-event analysis.

The successful candidate will also have some involvement in coordinating the delivery of our CIP courses which are offered to our members in a variety of learning formats to allow them to achieve their Chartered Insurance Professional designation.

Along with assisting with general office administration, working as part of a small team allows this role other opportunities to contribute to the success of this not-for-profit educational association.


Licensing Support 

    • Create handouts

    • Assist with invoicing and collection of payments

    • Supervise exams

    • When possible, assist with grading of exams

    • Produce exam result letter for Superintendent of Insurance and student 

      Seminar Support 

    • Create seminar marketing material for Manager approval

    • Create seminar product in Aptify

    • Process seminar registrations

    • Produce attendance lists

    • Produce handouts

    • When possible, attend seminars to facilitate sign-in and sign-out and run webinar

    • Facilitate coffee services for on-site sessions

    • Create SurveyMonkey surveys and compile results

    • Process receipts and invoices

    • Produce certification letters for attendees after a seminar

    • Special Events Support

        • Assist in preparation of marketing brochures

        • Create special events product in Aptify

        • Process registrations

        • Produce attendance lists and nametags

        • Assist during event as needed

        • Create SurveyMonkey surveys and compile results 

      CIP Course Support 

      • Assist with creation of products in Aptify
      • Assist with student registration
      • Assist with management of textbook inventory and shipping
      • Assist in preparation of Instructor contracts
      • Assist with online midterm processes
      • Assist with invoicing and collection of payments
      • Create SurveyMonkey surveys and compile results

      General Administrative Functions 

        • Maintenance of Member/Student Database

        • Manage A/R collections

        • Create HighRoad emails

        • Follow up on unpaid membership fees

        • Assist with quarterly eNewsletter

        • Process inbound and outbound courier and mail

        • General filing

        • General upkeep of office premises

        • General administrative support to Manager

      Other Job Facets 

        • Support Social Media Initiatives

        • Produce minutes from Council meetings

        • Provide professional, efficient, friendly, and warm service to stakeholders, clients, IIC support departments, and general public

        • Always ensure the Institute is in a position to be able to put its best foot forward


        • Excellent organizational skills and attention to detail

        • Excellent communication and interpersonal skills

        • Very experienced  with Microsoft Office (Outlook, Word, Excel and Power Point)

        • Able to quickly learn new computer applications and platforms

        • Good judgment and problem solving skills

        • Ability to perform effectively under tight deadlines with multiple priorities

        • Enjoy working in a busy environment

        • Team player

        • Insurance industry experience an asset

        • Basic accounting knowledge


      TO APPLY: Qualified candidates, please submit a resume AND cover letter to prior to October 25, 2017.

      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.

Contact Information

Insurance Institute
Posting Date: 05-Oct-2017Admin/Clerical/Customer Service Contract, Part-Time 6 months Open 1 ASAP
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