Personal Lines Executive Assistant

Job Summary

The Personal Lines Executive Assistant, working under minimal supervision, provides high level administrative support by applying a thorough understanding of departmental operations. The role differentiates contributions by proactively handling the day-to-day needs of the Personal Lines Leadership Team. This role is responsible for day-to-day activities that support department priorities and uses critical thinking to determine the approach or action to take in non-routine situations.

Job Responsibilities

• Provides administrative support for the Personal Lines Leadership Team by coordinating administrative details and performing clerical functions, including scheduling meetings, following up on requests from leaders, coordinating travel and logistics, and clarifying and communicating leadership messages, expectations and priorities.
• Maintains professionalism and strict confidentiality with all materials, exercises discretion when interfacing with business partners, and maintains confidentiality of employee, client, and/or company records and issues.
• Assists with the preparation and distribution of presentations, documents, reports, and other materials in support of department priorities.
• Takes meeting notes and prepares correspondence as needed.
• Assist department leaders with key projects, initiatives, and priorities as needed.
• Manages multiple leader's calendars in a constantly changing work environment, managing conflicting appointments and aiding in meeting prioritization.
• Manages business expense reports and ensures expenses are submitted and approved on a timely basis.
• Arranges and participates in leadership team meetings both on and off site through the preparation, materials and meeting logistics, including facilitation of meeting technology such as Microsoft Teams, to ensure inclusion of both in person and remote meeting attendees.
• Maintains clear and precise communication with leaders, prioritizes communication, provides information, and facilitates or makes timely decisions, focuses on details to ensure that information is clearly communicated and that tasks are accurately completed.
• Manages multiple projects and priorities and initiates follow-up to ensure timely achievement of commitments.
• Educates/trains self on the use of various software and resources to optimize efficiency and outcomes of projects.
Performs the gatekeeper and gateway role, provides a bridge for smooth communication between the leadership team and staff, and directs correspondence from external customers, agents, vendors, contractors, resolving or appropriately escalates routine and complex inquiries from these groups.

Job Qualifications

• 3-5 years of experience in Executive Support or a related field.
• High School Diploma or General Education Diploma (GED) and/or commensurate experience.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Teams)

Location

• Hybrid defined as three or more days per week in the office.

Behavioral Competencies

• Collaborates
• Customer focus
• Communicates effectively
• Decision quality
Nimble learning

Technical Skills

• Typewriting
• Executive Support
• Confidentiality
• Workflow Management
• Computer Literacy
• Budgeting
• Office Administration
• Documentation
• Reporting
• Planning & Scheduling
Stakeholder Management

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.