Executive Assistant

Description

The Executive Assistant provides high-level administrative support for the President & CEO, ensuring smooth day to day operations. While supporting the strategic vision and company goals, you’ll exercise independent judgment in the resolution of administrative problems. The Executive Assistant must prioritize and manage multiple projects simultaneously with little or no supervision. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.  

Essential Duties And Responsibilities

The essential functions include, but are not limited to the following:

• Establish and maintain a positive team-oriented relationship with colleagues.
• Adhere to company policies and procedures for workflow and documentation. 
• Support and coordinate corporate goals and objectives with the CEO.
• Manage CEO’s personal and business calendar (appointments, meetings, travel, etc.), requiring internal and external interactions.
• Manage United Insurance travel calendar. 
• Screen and prioritize incoming and outgoing communications (phone, emails, mail, etc.) on behalf of CEO; routing these to appropriate parties quickly and efficiently.
• Respond to requests for corporate information (carriers, vendors, state, etc.).
• Arrange and manage CEO travel arrangements, reservations, expense reports (submit appropriately and timely on CEO’s behalf), as needed.
• Provide support including research, scheduling, and registering for charitable, industry and career fair related activities. Attend as needed.
• Track large losses, carrier contracts, etc. for CEO.
• Independently create/coordinate, using various software applications, well-organized, grammatically correct, executive communications, memos, spreadsheets, graphics, reports, charts, etc. as necessary to be distributed to members of various departments. (Yammer, quarterly updates, meetings, both internal and external.)
• Routinely handle sensitive and confidential information and maintain the highest level of confidentiality.
• Exercising administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area.
• Coordinate logistics for meetings, including agenda preparation, materials, technology, facility,  and follow up actions. 
• Prepare, edit, and manage all necessary paperwork and agendas for meetings (correspondence, reports, presentations, and other documents).
• Capture and maintain notes for client meetings, employee meetings, carrier meetings, board of director meetings, stockholder meetings, executive team meetings, etc.
• Track deadlines, projects,  and action items to ensure timely completion. 
• Organize and maintain confidential corporate files, records, and information.
• Assist CEO with personal affairs such as calendar management, appointments, child related responsibilities, etc.
• Anticipate issues and implement action plans based on changing priorities. 
• Attend charitable  events/groups/boards in person as needed.  
• Maintain a high level of confidentiality. 
• Performing other duties as assigned.

Requirements

• Associate’s degree required,  Bachelor’s degree preferred.
• Previous Executive Assistant experience or related field preferred. 
• Working knowledge of  Microsoft Excel, Word, PowerPoint, and Outlook.
• Demonstrate interpersonal  skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties.
• Excellent oral, and written communication skills.
• Excellent writing, proofreading, and editing skills.

Physical Demands And Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.