Executive Assistant

Description

Executive Support

• Manage and maintain complex executive calendars, including scheduling appointments, meetings, and extensive travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings.
• Handle confidential information with a high degree of discretion and professionalism.
• Act as a concierge, screening calls and visitors and prioritizing communication and correspondence.
• Coordinate meetings with internal and external attendees. Ensure preparation of appropriate materials, zooms, conference rooms, and meals.
• Plan and coordinate executive meetings, including agenda preparation, distribution of materials, and minute taking.
• Serves as administrative support to Merchants Bonding Company Foundation.  Executes communication based on foundation leadership and The President, organizes donation requests and responses for quarterly meetings, and works with The President for approval on large donations.
• Serves as administrative support to the Executive Committee.  Facilitate and manage off site meetings for Executive Committee members. 
• Ensure follow-up on action items and track progress to completion.
• Arrange logistics for executive retreats and other high-level events.
• Draft, proofread, and manage internal communications on behalf of the CEO, CUO and CFO.
• Facilitate effective communication between the executive office and other departments within the company.
• Coordinate responses to inquiries and manage relationships with key stakeholders.

Project Management

• Assist with special projects, initiatives, and research as assigned by the CEO, CUO and CFO.
• Track project timelines, deliverables, and milestones to ensure successful completion.
• Collaborate with various departments to gather information and provide updates on project status.

Office Administration

• Manage expense reports, budgets, and financial documentation for the executive office.
• Support the onboarding of new executives and assist with HR-related tasks as needed.
• Arrange detailed travel plans, itineraries, and accommodations for the CEO, CUO and CFO.
• Prepare travel expense reports and ensure timely reimbursement.

Qualifications

Education and Experience: Bachelor’s degree or equivalent work experience in business administration, communications or related field preferred.  Minimum 5 years of experience as an executive assistant or in a similar role, preferably in the insurance or financial services industry. 

Competencies: Excellent written and verbal communication skills; exceptional time management and organizational abilities; able to work well with diverse groups of peers; communicate positively and respectfully; provide excellent customer service to external and internal stakeholders; self-motivated to work independently and handle multiple tasks with a high degree of accuracy and attention to detail; balance workload assignments within time constraints; research skills; analytical skills; effective liaison; trustworthy; credible; understands the use of organizational power; and business acumen.

Advanced Microsoft Office skills. 

Available to work flexible hours as needed. Ability to travel occasionally for business purposes. Proactive and resourceful mindset with a strong sense of initiative.

Essential Functions:

This associate must be able to communicate at an above average level, have exceptional analytical skills, problem solve complex issues and manage multiple projects effectively. They must be able to think clearly and exhibit solid independent judgment, be confidential and build credible relationships Company-wide. 

Physical Demands:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable associate’s with disabilities to perform essential functions. 

The associate’s work is performed in an office environment and requires the ability to operate standard office equipment and keyboards; and repetitive motion with substantial movements (motions) of the wrists, hands, and/or fingers. The associate frequently is required to sit walk; climb; balance and stoop, kneel, crouch, or crawl. The associate may, infrequently, be asked to lift and/or move up to 25 pounds. The associate is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures.

The associate may travel up to 5% of the time by air or car to other office or business locations. 

Working Conditions:

The work environment characteristics described here are representative of those associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the associate is exposed to normal office working conditions that are climate-controlled. The associate would not be exposed to extreme heat cold or other workplace hazards. The noise level in the work environment is usually low.

This job description is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with this position. The role assumes other responsibilities as assigned by leadership.