Office Assistant

Southampton Financial Inc. is a value-added strategic investor in the Canadian property and casualty insurance distribution sector. We are the majority equity owner of several operating brokerages, including Alteri Insurance, Onlia Insurance, Aha Insurance, Cheep Insurance
, and Southampton Underwriting Managers Inc.

Our objective is to build the brokerage of the future by combining leading-edge technology with strong brokerage expertise to deliver customized insurance solutions to Canadians. We operate in a collaborative, fast-paced environment where accountability, professionalism, and initiative are highly valued.

The Office Assistant is responsible for supporting both executive administration and day-to-day office operations for Southampton Financial Inc.

This role is well-suited to an organized, proactive professional who is comfortable managing administrative tasks, coordinating office logistics, and providing junior-level executive support. The successful candidate will demonstrate sound judgment, attention to detail, discretion, and a service-oriented approach.

This is not a senior Executive Assistant role; rather, it is a hands‑on position that blends operational support with light executive coordination.

• Provide day-to-day administrative support to senior leadership, as required
• Assist with calendar coordination and meeting scheduling
• Prepare meeting materials, print packages, and coordinate boardroom bookings
• Draft and format standard correspondence and internal communications
• Assist with expense submissions and basic invoice tracking
• Maintain organized digital and physical filing systems
• Support document preparation for internal reporting or compliance purposes

• Serve as the primary point of contact for guests and visitors, ensuring a professional and welcoming experience
• Manage incoming calls and general office inquiries
• Oversee incoming and outgoing mail, courier coordination, and distribution
• Ensure meeting rooms are prepared, stocked, and cleared following use
• Liaise with property management and service vendors for maintenance and repairs
• Monitor office cleanliness and coordinate cleaning services as needed
• Inventory and restock office and kitchen supplies
• Maintain small kitchen appliances and oversee general office upkeep

• Support internal meetings and occasional company events
• Coordinate catering and room setup
• Assist with logistics for leadership meetings or team sessions

• Assist with new hire onboarding logistics (workspace setup, supplies, welcome materials)
• Maintain updated internal contact lists and shared directories
• Support cross-functional administrative needs across Southampton Financial and its operating brokerages, as required

• 2–4 years of experience in an administrative, office support, or junior executive support role
• High school diploma required; post‑secondary education considered an asset
• Strong proficiency in Microsoft Word and Outlook
• Working knowledge of Microsoft Excel and Power Point
• Professional communication skills, both written and verbal
• Strong organizational and time‑management abilities
• Ability to manage multiple priorities in a fast-paced environment
• Demonstrated discretion and understanding of confidentiality
• Customer‑service mindset with a professional, approachable demeanor

• Reliability and accountability
• Professional judgment
• Initiative and problem-solving
• Collaboration and team orientation
• Comfort interacting with stakeholders at various levels of the organization

At Southampton Financial Inc., we believe diverse perspectives drive innovation and progress. We welcome and encourage applications from individuals of all backgrounds and experiences, including those from equity‑seeking groups historically underrepresented in finance and insurance.

Accessibility accommodations are available upon request for candidates participating in all aspects of the selection process. If you require accommodation, please contact .