Job Description

Job Overview

This position is for an Executive Assistant responsible for managing the administrative tasks of one or more Executives. The Executive Office Administrator will provide high-level administrative support to the Site Executive and other Executives, reporting directly to the Site Executive. The ideal candidate will demonstrate strong judgment, decision-making abilities, and a high level of courtesy and discretion while handling critical and confidential tasks promptly and professionally.

The role requires both standard and advanced administrative skills, exceptional organizational abilities, and the capability to manage multiple priorities and meet deadlines. The Executive Assistant must maintain confidentiality and efficiently anticipate the needs of the executives, their department, and the company with minimal supervision. Additionally, the Executive Assistant will provide daily office support and complete ad-hoc projects as assigned.

Responsibilities:

• Manages a variety of administrative tasks and proactively implements processes for managing projects, information, and follow-up tasks.
• Uses advanced Microsoft Office Suite software (and other platforms as needed) to create, maintain, and revise complex documents, presentations, and reports. Edits all materials for grammar, spelling, and punctuation. Drafts correspondence based on brief instructions and past experiences.
• Establishes and maintains procedures for processing, filing, and handling confidential documents while implementing security measures to protect sensitive information.
• Monitors and follows up on requests from company personnel or external contacts for the executive. To ensure timely responses and that due dates are met while keeping the executive updated on the status of requests with tact and diplomacy.
• Responsible for managing the executive's calendar, including scheduling travel, meetings, and other appointments to optimize their time and effectively prepare for future commitments. Coordinating effectively with other executives, executive assistants, and colleagues. Identifies any scheduling conflicts and either informs the executive or takes action to resolve them. Additionally, the assistant prepares and ensures that all materials needed for meetings, travel, and appointments are ready for the executive(s) in advance.
• Handles all arrangements for executive travel, including flights, hotel accommodations, and car rentals.
• Processes and prepares invoices and expense reports for executives, ensuring expenses align with company policies and budget.
• Completes special or periodic projects and assignments requested by the executive, such as conducting research, planning special events, facilitating meetings, managing communication, drafting agendas, and recording minutes, as well as handling general correspondence.
• Handles the daily operations of the office, which includes greeting visitors, processing incoming and outgoing mail and packages, coordinating with onsite vendors, and stocking office supplies and coffee stations. Communicates and collaborates with Property Managers and CIG facilities specialists regarding facility issues, office moves, and other changes.
• Fosters positive and collaborative relationships at all organizational levels, exercising discretion, sound judgment, and a comprehensive understanding of the organization to support the executive's, department, and company activities while ensuring confidentiality is maintained.
• Additional responsibilities may be assigned.

Minimum Requirements:

Knowledge of:

• The Insurance Industry
• Company policies, practices, and organizational structure
• Proficiency in Microsoft Office: Word, Outlook, PowerPoint, Excel (including graphs), SharePoint, OneNote and OneDrive.
• Experience in Adobe Nitro.
• Experience in travel and expense platforms, such as Concur or SAP
• Standard office practices and procedures, including filing systems and business letter composition
• Correct English usage including spelling, grammar, punctuation and vocabulary

Ability to:

• Collaborate with various individuals/departments to ensure the successful completion of tasks
• Work closely with the technology department for executive A/V needs, both in-office and off-site
• Organize work, prioritize tasks, and meet critical deadlines with minimal supervision
• Establish and maintain complex calendar and appointment schedules and ensure executives stay on track
• Maintain the confidentiality of materials and use appropriate discretion when handling sensitive and confidential correspondence or information
• Obtain and maintain Notary Public Commission (for positions reporting to the president or vice-president)

Education and Experience:

• Associate's degree or 2-4 years of related experience working in an administrative support role supporting Sr or C-Level executives.
• CAP (Certified Administrative Professional) Certification nice to have
• Excellent verbal and written communication skills. Detail and deadline-oriented, multitasker with strong organizational skills

Salary Range: $75,000 - $85,000

The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as benefits and bonus programs.

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