Definity is the parent company to some of Canada’s most long-standing and innovative insurance brands, including Economical Insurance, Sonnet Insurance, Family Insurance Solutions, and Petline Insurance. Our ambition is to be one of Canada’s leading and most innovative property and casualty insurers. We can’t do that without our people, so we embrace and encourage a culture that’s collaborative, ambitious, rewarding, and empowering.

We offer a flexible, hybrid work experience where employees work from the office and virtually depending on the type of work they are doing and who they are working with. Bring your true self and be a part of our journey. It’s better here.

What can you expect in this role?

Office Operation Management

• Manage daily office operations for multiple locations, including Definity and Sonnet offices
• Conduct daily office walk-throughs to assess and address operational needs
• Coordinate with facilities for office renovations, maintenance, and repairs
• Handle building access requests, shuttle passes, and parking arrangements for all Definity employees
• Oversee mailroom operations, including distribution and shipping of mail and packages
• Manage Sonnet mail services returned mail upload process
• Coordinate with corporate services for office-related matters
• Serve as the main point of contact for corporate services inquiries
• Manage and update the Obeya Board for Continuous Improvement initiatives (adhoc)
• Coordinate office moves and reconfigurations as needed

Administrative Support and Communication

• Manage the NCE and Sonnet Admin Calendar and update meeting agenda requests
• Process access requests, create service tickets, and troubleshoot issues for entire PI department
• Assist with comprehensive onboarding and offboarding processes across departments
• Handle special requests such as flowers, gift baskets, baby car seats, and volunteer shirts
• Create and track pink slip requests, including waybill creation and mailing
• Manage Definity reservation requests for hoteling stations and meeting rooms
• Provide on-site assistance to Executive Assistants and other departments
• Support AMA/Fireside Chats/Meetings for Senior Leadership Team, including email communication, calendar invites, and room setup
• Assist with communication and coordination for office engagement initiatives and employee resource groups

Cater, Event Management and Food Services Support

• Coordinate catering for meetings, trainings, Sonnet Sprints, and holiday events
• Manage food distribution, labeling, and clean-up during Sprints
• Oversee daily food-related tasks: proper labeling, inventory management, and cleanliness
• Monitor and ensure considerate food portions during events
• Coordinate with vendors for regular food and snack deliveries
• Manage Costco snack inventory and distribution
• Assist with on-site events and employee group activities
• Track daily office attendance for leadership
• Coordinate and assist with office tours for visitors and new employees

Equipment, Supplies, and Facility Management

• Process equipment requests for new hires, replacements, accommodations, and ergonomic needs
• Manage equipment collection process for all departments at Definity location
• Maintain inventory and order office supplies, including coffee supplies, kitchenware, and specialized items
• Perform basic maintenance on office equipment such as coffee machines and lockers
• Manage Definity Plus points requests for Training team & Office Engagement Committee
• Oversee the stocking and maintenance of meeting rooms, including supplies and technology
• Coordinate with facilities for cleaning, maintenance, and repair of various office areas
• Manage the office's environmental controls, including temperature and lighting
• Oversee the maintenance and stocking of kitchen areas, including fridges, dishwashers, and coffee stations
• Coordinate recycling and waste management initiatives

What do you bring to the role?

• Degree in Business Administration, Facility Management, event planning and management or related field preferred

• 3-5 years of experience in office administration or similar role, preferably in a multi-department or multi-location setting

• Demonstrated experience in event planning and catering management

• Proven track record of implementing process improvements in administrative functions

• Experience with facilities management and vendor coordination

• Proficiency in Microsoft Office Suite, project management tools, and other relevant software

• Proficiency in office management software and tools, including Microsoft Office Suite

• Strong organizational and multitasking abilities with attention to detail

• Excellent communication and interpersonal skills

• Advanced problem-solving and decision-making capabilities

• Knowledge of office ergonomics and health and safety regulations

• Familiarity with basic accounting principles for budget tracking and expense management

• Understanding of facilities management and vendor relations

• Ability to manage confidential information with discretion

Interested in this role, but don’t meet every requirement? We encourage you to apply! We know from experience that a candidate doesn’t need 100% of the qualifications listed to bring incredible value to our team. We’re actively seeking diverse backgrounds and perspectives to help us make insurance better. At Definity, inclusion, diversity, and equity aren’t just “nice to have” — they’re essential to our success.

What’s in it for you?

• Hybrid work schedule for most roles
• Company share ownership program
• Pension and savings programs, with company-matched RRSP contributions
• Paid volunteer days and company matching on charitable donations
• Educational resources, tuition assistance, and paid time off to study for exams
• Focus on inclusion with employee groups, support for gender affirmation surgery, access to BIPOC counsellors, access to programs for working parents
• Wellness and recognition programs
• Discounts on products and services

Actual salary for the role may vary depending on work location of the successful candidate and other factors including but not limited to, skills, education, experience, working conditions and the local labour market. In addition to base pay, eligible employees may participate in various incentive plans which are paid out at the discretion of the company and subject to individual and company performance.

Go ahead and expect a lot — you deserve it.

It’s better here — but don’t take our word for it. Definity was named by Great Place to Work ® as one of the Best Workplaces™ in Canada for women, for youth, and for inclusion.

Our inclusive work environment welcomes diversity and supports accessibility. If you require accommodation at any time during the recruitment process, please let us know by contacting accessibility@definity.com .

Background checks

This role requires successful clearance of background checks (including criminal checks and leadership references).

#LI-Hybrid

#IND1