What are the responsibilities and job description for the Executive Assistant position at Wholesale & Specialty Insurance Association?
Details
Posted : 24-Feb-25
Location : Kansas City
Type : Full Time
Categories :
Administrative, Clerical, Support
EXECUTIVE ASSISTANT
COMPANY OVERVIEW
The Wholesale & Specialty Insurance Association (WSIA) is a member service association representing approximately member firms dedicated to the wholesale insurance distribution system. WSIA provides support to member firms and their employees, including tens of thousands of individuals brokers, underwriters and insurance company professionals.
WSIA helps members build profitable business relationships with unparalleled networking opportunities, education programs, talent recruitment initiatives, legislative and regulatory advocacy and promotion of the value of the wholesale insurance distribution channel. Learn more about WSIA’s and our focus .
POSITION SUMMARY
WSIA is seeking an experienced, responsible Executive Assistant to perform comprehensive administrative, clerical, and project coordination support to executives. The duties of the Executive Assistant include providing support to our directors and internal teams assisting with daily office needs and managing our company’s general administrative activities. The successful candidate for this position will report to the General Counsel and provide direct administrative support to our Leadership Team, and thereby our internal teams, as well as indirect support of the Association and our WSIA Diversity Foundation and WSIA Education Foundation. All responsibilities will support our mission and the key services and support we provide to our members with networking events, education programs, talent recruitment and development, regulatory and legislative advocacy and the promotion of the value of the wholesale distribution channel.
KEY RESPONSIBILITIES
- Executive and administrative support - Provide superior administrative support and service to the WSIA leadership team, including, but not limited to preparing and proofreading correspondence, presentations and other materials, including Committee reports and binders for three different Boards of Directors (11 total meetings per year); compiling electronic and printed materials in support of the leadership team’s Committee and events responsibilities; assist in preparation, reconciliation and submission of CEO’s expense reports, and other Directors as needed; conduct scheduling polls, send messages, calendar notifications and similar actions on behalf of CEO and other internal WSIA project leaders; coordinate travel arrangements, hotel reservations, meals, and other logistics for some leadership team members, when requested; assist with answering telephone and remote doorbell calls daily and, when on premises, assist with activities, such as receiving visitors and shipping / receiving of packages; and when requested, observe meetings and conference calls for the purpose of assisting with follow-up and support of projects and assignments;
- Data, document and file organization and maintenance - With guidance from leadership counterparts, organize and maintain data, contracts retention system, files and historical records, including but not limited to documents and worksheets supporting annual committee solicitation and appointment process; updating and maintaining membership database and internal organization for outreach and messaging to various stakeholder groups; creating and maintaining historical data spreadsheets and PDF binders for our student / internship programs and symposiums, talent outreach efforts and education programs; and providing analysis and recommendation on format and details in documents, materials, responses and related items;
- Maintain confidentiality and demonstrate discretion - Demonstrate independent judgment in routine handling and maintenance of confidential and sensitive information, correspondence, and reports;
- Project coordination - Provide support and coordination, as needed, for association projects, programs and events and augment the effectiveness and teamwork of the WSIA team with strong collaboration, membership service and project administration skills; and
- Additional responsibilities - Other duties and projects will regularly develop and be assigned. This position must be able to be flexible and quickly pivot to new or multiple assignments and should be experienced in taking instruction from multiple internal stakeholders.