Executive Assistant

SUMMARY: GBU is looking to add an Executive Assistant to provide administrative support to the Chief Marketing Officer. The Executive Assistant to the CMO provides high-level administrative support, ensuring the efficient operation of the executive office. This role includes managing schedules, coordinating meetings, handling communications, and performing office management duties. Additionally, the position will act as Chief of Staff, which involves such responsibilities as overseeing special projects and ensuring alignment with the CMO’s strategic objectives.

DUTIES AND RESPONSIBILITIES:

Calendar Management:

• Manage and maintain the CMO’s calendar, scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare agendas, minutes, and follow-up actions for meetings.

Communication:

• Serve as the primary point of contact for internal and external communications directed to the CMO.
• Draft, review, and manage correspondence on behalf of the CMO.
• Liaise with senior management, department heads, and external partners to facilitate smooth communication and collaboration

Liaison Role:

• Act as a liaison between the CMO and other executives, employees, clients, and external partners.
• Build and maintain positive relationships across the organization.         

Travel Coordination:

• Arrange and manage complex travel itineraries, including transportation, accommodations, and itineraries for business trips.
• Prepare and process travel expense reports.

Document Preparation:

• Prepare and edit reports, presentations, and other documents as required by the CMO.
• Conduct research and compile data to support decision-making processes.

Confidentiality:

• Handle sensitive information with the highest level of confidentiality and discretion.
• Maintain confidentiality of all corporate, personnel, and research matters.

Project Management:

• Assist with special projects and initiatives as assigned by the CMO.
• Track progress and ensure timely completion of tasks and projects.
• Oversee and manage special projects, ensuring timely completion and alignment with organizational goals.
• Support the CMO in strategic planning and execution of key initiatives.
• Oversee the implementation of strategic projects, ensuring alignment with the CMO’s goals and objectives.
• Performance Tracking: Monitor and report on the progress of departmental objectives and key performance indicators (KPIs).

Office Management:

• Perform general administrative tasks such as filing, copying, and organizing documents.

Budget and Resource Management:

• Assist in managing and the approval process of the budget for the CMO’s office, including tracking expenses and preparing financial reports.
• Ensure optimal use of resources and adherence to budgetary constraints.

Properly adheres to company risk management principles:

• Adhering to and supporting GBU’s Enterprise Risk Management Framework.
• Understanding and complying with applicable laws, regulations, policies and procedures; completing all required training; executing and monitoring controls effectively (as applicable); appropriately identifying, assessing, escalating and remediating risks, potential issues and control failures (as applicable); and reporting compliance or regulatory concerns to management.
• Understanding and conducting oneself in accordance with the Employee Handbook and preserving GBU’s brand and reputation.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflows.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• High level of professionalism and discretion.
• Problem-solving skills and attention to detail.
• Ability to work independently and handle multiple tasks simultaneously.    
• Strong interpersonal skills and ability to interact with all levels of the organization.
• Ability to work on complex projects with general direction and minimal guidance.
• Creative, flexible, and innovative team player.
• Minimum of 5 years of experience as an executive assistant or similar role supporting senior executives.

ABOUT US:

GBU Financial Life (GBU) is a member-owned, not-for-profit fraternal benefit society founded in Pittsburgh in 1892. Formed to provide financial security and benefits to its members, GBU is non-denominational and has grown to be a profitable life and annuity insurer with over $4 billion in assets. As Pennsylvania’s largest fraternal, and the nation’s fifth, GBU serves more than 60,000 members across the country with a 49-state sales and marketing footprint which will continue to grow until we are a nationwide provider. GBU partners with a network of 2,000 agents to market and distribute a variety of life insurance and retirement products, including term life, permanent life, and fixed annuities.

GBU stays true to its fraternal roots, commitment, and mission by serving as an active supporter and contributor to well-known charities such as American Cancer Society, American Red Cross, and military-focused initiatives, among others. We are also heavily involved in sponsoring various programs such as scholarships, grants, and other fraternal programs for our members. Giving back to the community and integrating the membership into service-oriented activities is an important part of GBU’s fabric and culture.

GBU’s office and main operations are based in Pittsburgh, Pennsylvania. We employ a staff of around 116 loyal, tenured employees. GBU is financially strong and has earned an “A-” A.M. Best rating due to our thoughtful investment and long-term financial growth approach. Controlled growth and long-term financial management and investing are core to the company’s success in achieving the strong financial position we have today.

OUR CULTURE:

GBU is a small, family-oriented company. We have very low turnover, some of our staff has 20 years’ experience. Attracting new talent to GBU to support our enterprise-wide growth goals is one of the many priorities for us as we move forward. As we continue building a best-in-class operations and technology platform, and diversifying our product mix, we are looking to add to our team!

Job Type: Full-time

Pay: $70,000.00 - $72,500.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Executive Assistant: 5 years (Required)
• Organizing and managing professional board meeting: 3 years (Required)
• Calendar management: 5 years (Required)
• Expense reporting: 3 years (Preferred)
• Project management: 3 years (Preferred)

Work Location: In person

Salary : $70,000 - $72,500