Administrative Assistant & Event Coordinator

  • Sun Life Financial
  • Toronto, ON, Canada
  • Mar 12, 2018
Full time Adminstration Event Management Event Planning Hospitality Meetings

Job Description

Administrative Assistant & Event Coordinator

Waterloo, Ontario

Toronto, Ontario

Full time



At Sun Life, we work together, share common values and encourage growth and achievement. We offer many career paths that attract a wide variety of talent and skills. Follow a path that lets your talents shine.

Job Description:

You are a confident, calm, highly organized individual, have a sense of urgency, can juggle multiple priorities, learn new systems quickly, are a great communicator and seek to find solutions yourself.  You are excited about working in a busy fast paced and changing environment. 

This role supports the AVP National Operations and Best Practices in Business Development, their Directors and the team.  The role manages a variety of administrative functions such as managing schedules and booking meetings, booking travel, submitting expense reports, paying invoices and ordering office supplies.  The role is also accountable for the planning and execution of various education sessions, leadership meetings, and business meetings including creating budgets, coordinating all logistics, ensuring events are executed efficiently, on time and within established budgets. 

Administration Assistant Accountabilities:

    • Perform administrative duties for AVP/Directors and their staff
    • Handle complex calendaring, scheduling meetings, rescheduling to optimize calendar events, handling conflicts and ensuring time is allocated effectively
    • Coordinates personal travel for the department, booking transportation and arranging lodging
    • Orders offices supplies
    • Set up purchase orders and pays all invoicing
    • Prepare and submit expense reports
    • Maintenance of BD sales and service learning calendar
    • Wiki content maintenance which is a database containing sales and service information where basic programming and updating functionality will be required
    • Completion of various monthly reporting
    • Sending Predictive Index assessments and completing reports when applicants send back
    • Other duties as determined or needed by the department

Event Coordinator Accountabilities:

    • Coordinate business, leadership and education sessions by sourcing and booking all meeting rooms, request meeting room setup, meal selection/ordering, selecting/booking accommodations, AV equipment, seating chart
    • Research, negotiate and recommend venue selections;  vendor contract negotiations and review with hotels and legal
    • Selection of offsite event evening meeting dinner venues and meal selection
    • Develops pre and post event surveys using survey gizmo software along with online registration tools and event application software
    • Create a budget for the event, tracking and monitoring to actual results;  comes up with innovative strategies for cost saving ideas;  pay all invoices , review final bills and provide final budget reconciliation
    • Researching and booking external speakers for various meetings and events
    • Sourcing, packaging and distribution of any gifts or teaser items
    • Production and printing of all material such as agendas, training material, name badges, and signs
    • Liaise with internal partners such as Event Services, Marketing and Legal to finalize planning and carry out activities
    • Assist with the development of specific presentations, excel spreadsheets and word documentation to support various meetings/events;  Assists in creating master slide decks for all events and conferences


    • College or University diploma/degree in Office Administration, Event Planning, or Hospitality Services, and/or 2 years of equivalent experience
    • A+ attitude with equal work ethic.  Going above and beyond and rolling up your sleeves to get the job done right is a must
    • High attention to detail and ability to respond quickly to new or changing work demands
    • Works well under pressure and remains calm by incorporating excellent time management skills and exceptional organization skills to meet many priorities, deadlines and frequent interruptions
    • Excellent interpersonal and communication skills (verbal and written)
    • Ability to work collaboratively with internal team members, Business Development and external trainers and vendors
    • Proven relationship building skills, demonstrating the ability to interact effectively with all levels of the organization
    • Problem solving abilities using analytical and constructive thinking
    • Superior self starter, and results oriented
    • Ability to work independently with minimal direction
    • Sound research skills
    • Demonstrated high energy, pleasant persona coupled with sound judgement;  discreet to maintain confidential information
    • Advanced PC knowledge including MS Office (Word, Excel, Powerpoint), Outlook, Adobe, Survey tools and Event Mobile applications;  ability to learn other software packages
    • Must have a valid driver’s license, have access to a vehicle and be willing to work outside of regular business hours periodically
    • Travel between Waterloo, Toronto and Montreal required


    • Group Benefits knowledge, Business Development or experience working with the sales force and service teams
    • Ability to keep current with trends in event and meeting strategy
    • Bilingual (French/English)

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process, or those needing job postings in an alternative format, may e-mail a request to

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

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