Executive Assistant

Job Purpose:

The Executive Assistant/Director of Special Projects is responsible for assisting the CEO, CFO and CUO with administrative duties and tasks associated with executing the organization’s mission, vision, values, and business operations. Executive support duties center around managing the time, activities, and communications of the Farmers Union Insurance CEO. Special projects duties center on principal responsibility for a wide variety of projects associated with providing exceptional service to our customers, educating our people, and optimizing our technologies. This person will help our organization execute on strategic plan by connecting stakeholders, making others more effective, and assisting the CEO in leading the organization. Key Responsibilities –

Executive Support:

• Assists the CEO, CFO and CUO with daily administrative duties and tasks including managing an active calendar of appointments; composing and preparing correspondence; arranging travel plans and itineraries; compiling agendas and documents for meetings.

• Act as liaison between the CEO, Executive Team (ET) and staff ensuring effective communication and alignment and assisting in coordinating meetings and agenda for ET meetings.

• Coordinates meetings and events, including compiling agendas, documents, and logistics for both on- and off-site engagements which support the CEO’s agenda.

• Maintains confidential files and contact information.

• Draft and prepare reports, letters of solicitation, proposals; prepares and coordinates oral and written communication on behalf of the CEO.

• Communicates directly on behalf of the CEO with board members, staff, and others.

• Supports CEO in external commitments including attending meetings, events, trainings, etc. and represents the company when the CEO is unable to or has prior commitments.

• Keep the CEO informed of organizational activities and developments * Other duties as assigned by CEO Key Responsibilities – Special Projects:

• Provides support to CEO and ET through managing special projects at the CEO’s direction * Collaborates with leadership to formulate, refine, and operationalize initiatives

• Drives projects to completion by working closely with subject matter experts, customers, and key stakeholders.

• Communicates project status clearly and effectively to various constituents, tailoring your message to each audience.

• Responsible for managing scope, timeline, and resources based on input from CEO and/or ET members.

• Educates ET, leadership and staff on best practices related to project management and strategic execution. Knowledge,

Skills and Abilities:

• Exceptional communication skills, including strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.

• Strong emotional intelligence, keen self-awareness, and a professional demeanor.

• An analytical and inquisitive mindset, with the ability to understand complex situations and vague requirements while solving problems quickly.

• Ability to conduct research and present results and data in a sufficient and well-written manner. * Independent decision making ability, with the foresight to anticipate CEO needs and preferences.

• Ability to work independently and with professional discretion as well as in a collaborative team environment.

• Excellent time management and organizational skills, capable of thriving in a fast paced, decision-oriented environment.

• Proficient in Office 365 applications (Outlook, Word, Excel, PowerPoint) and quickly adapt to new systems and platforms.

• Experience with Microsoft Teams – for teamwork, collaboration and communication in Microsoft 365 (calling/video conferencing/meeting/content storage and retrieval).

Travel:

• Minimal travel required.

Education and Experience Required:

• Bachelor’s Degree

• Five years of experience in the insurance or related financial services industry

• Exceptional customer service skills

Work Location and Environment:

• This role is primarily office-based in Jamestown ND, with occasional opportunities for remote work. Flexibility for working outside standard business hours is required, as the CEO’s schedule may demand availability during evenings or weekends.

Job Type: Full-time

Benefits:

• 401(k) matching
• Flexible spending account
• Health savings account
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Jamestown, ND 58401 (Preferred)

Ability to Relocate:

• Jamestown, ND 58401: Relocate before starting work (Required)

Work Location: In person