What are the responsibilities and job description for the Executive Assistant, GI position at Aflac, Incorporated?
About Our Company
Aflac Asset Management, LLC, (d.b.a. Aflac Global Investments) is a wholly owned subsidiary of Aflac Incorporated (Aflac). Aflac Global Investments (GI) located in New York’s financial district and is the organization responsible for the overall investment activities of Aflac, Inc. and subsidiaries in Japan, Bermuda, and the U.S. With 150 employees globally, GI seeks investments to maximize long-term returns with a focus on preservation of capital, subject to our asset-liability profile and liquidity and capital requirements. GI has primary investment and asset management responsibility for Aflac’s general account consisting of public, private, and growth assets (including strategic partnerships) which generates approximately $3.5 billion a year in net investment income. As of year-end 2024, Aflac’s total general account portfolio was $100 billion.
The investment teams support GI’s overall goals and objectives by providing market insight and in-depth knowledge of assigned asset classes. GI oversees the strategic deployment of capital for life and supplemental health insurance company balance sheets utilizing both internal teams and external third-party asset managers.
Please note : Aflac Global Investments' hybrid working environment requires a minimum of 3 days in the office each week
Position Summary
Within Aflac’s Global Investments (“GI”), the Executive Assistant is working member of the general operations of GI and who will collaborate in the development and implementation of the support services function, including the execution of day-to-day administrative responsibilities, as well as project-based work. Contributions will focus on groups assigned within the firm, while collaborating with other support roles; but not limited to, human resources, other executive assistants, facilities, office administrator, and the overall GI team ultimately dedicated to the overall growth of the company.
Reports to : Director, Human Resources – U.S.
Primary Relationships : Aflac Global Investments office (29th and 28th floor) and its employees, including Aflac and its subsidiaries, as well as visitors and key vendors.
Other Relationships : Other divisions within Global Investments, backup support to other Executive Assistants, includes Japan, Aflac and its subsidiaries and other key stakeholders.
Principal Duties & Responsibilities :
- Performs duties with considerable latitude and decision-making as the focal point in coordinating activities for all staff; anticipates, prepares, and manages the daily schedule of meetings and priorities, organizes work flow by reviewing correspondence and determining importance of such before distributing to employees or redirecting to the appropriate management team for feedback or response; proactively prepares and distributes materials and other information required to accomplish the daily activities; answers questions and furnishes information to keep executive’s time free of minor detail work
- Initiates, prepares, coordinates, or follows up on administrative functions associated with assigned area of responsibility; coordinates with appropriate employee to ensure resolution of all inquiries and problems expressed, while minimizing errors.
- Coordination of travel arrangements and processing of expenses (Concur).
- Serves as a liaison between executives, managers, employees and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes internal / external telephone calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas, itineraries, and materials for presentations, and takes and prepares meeting minutes
- Prepares a variety of complex, sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as agendas, memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries
- Prepares and monitors employees expense reports and the operating budget to ensure effective allocation of resources, and the timely and accurate reconciliation of accounts
- Maintains effective and accurate filing systems that provide a quick reference database of records, including but not limited to, staff personnel records, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
- Assists with orienting, training, mentoring, delegating, and monitoring the work of other administrative team members; provides guidance and direction to ensure the successful and timely completion of tasks
- Provides backup to other administrative / executive assistants as needed.
- Performs other duties as required
Candidate and Qualifications
The range on this positions is : $45,000 - $107,000
This compensation range is specific to the job level and takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to : education, experience, licensure, certifications, geographic location, and internal equity. The range has been created in good faith based on information known to Aflac at the time of the posting. Compensation decisions are dependent on the circumstances of each case. This salary range does not include any potential incentive pay or benefits, however, such information will be provided separately when appropriate.
In addition to the base salary, we offer an array of benefits to meet your needs including medical, dental, and vision coverage, prescription drug coverage, health care flexible spending, dependent care flexible spending, Aflac supplemental policies, 401(k) plans, and generous paid time off. You’ll also be granted time off for designated paid holidays and other leaves of absence, if eligible, when needed to support your physical, financial, and emotional well-being. Aflac complies with all applicable leave laws, including, but not limited to sick, adoption and parental leave, in all states and localities.
We will consider for employment all qualified applicants, including those with a criminal history, in a manner consistent with the requirements of all applicable federal, state, and local laws, including the Los Angeles Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act. Applicants with criminal histories are encouraged to apply.
Salary : $45,000 - $107,000
