Administrative Assistant

RenaissanceRe•New York, NY

11d•$75,000 - $85,000

About The Position

RenaissanceRe is a leading writer of Property & Casualty Reinsurance. For over 25 years, we have helped customers and communities recover and build resilience through our industry-leading ability to understand risk, source efficient capital and rapidly pay claims. Our global team shares a passion for solving our customers’ biggest problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking. Position Summary The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership. This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.

Requirements

Experience working in a matrixed global organization working across functions and geographies.
Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include with senior management, internal clients, external clients and brokers.
Works efficiently, accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude.
Must possess excellent oral and written communication skills.
Receptive to new ideas and is well organized.
Reacts effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner at all times.
Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different ‘share’ platforms ie: SharePoint, Office 365.
College degree preferred
2+ years of administrative assistant.
Experience in the Financial Services at a minimum with industry experienced preferred.
requires sitting at a computer in an open collaborative seating environment with varying exposure to noise.

Responsibilities

Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings
Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log
Ensure team members have any visas, all documents, papers and itineraries necessary for travel
Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices
On behalf of team members, coordinate meetings with clients/brokers/vendors
Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below
Manage all aspects of bookings and catering for client/broker lunches and dinners
Book taxis for our employees and clients
Prepare and organize printed materials and binders for meetings
Track client related meetings/events (including overseas meetings) in our CRM System
Collect business cards and update contact details in CRM or following up with meeting organizer for client's contact if not known; make changes to client profiles
Develop working knowledge of clients/brokers and Company names
All aspects of timely expense management (in Concur and Dynamics 365) for team members, including: Use receipt images in Concur or gather receipts for business travel promptly after such travel and document the business purpose
Set up expense reports on at least a monthly basis
Follow-up to secure any expense approvals
Be the coordinator for any visitor log requests
Communicate with other Executive Assistants as to who is coming in and details of visit.
Arrange desk assignments for underwriting visitors
Provide administrative support for group meetings, whether onsite or offsite
Provide back-up support for vacationing other administrative roles
Assist with ad hoc projects
Participate in the local and global Admin Team support team meetings
Communicate with external contacts to exchange information as needed
Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
Prepare FedEx shipments
Assist with mail collection and distribution for your respective team(s)
Manage confidential affairs
Maintain good working relationship with internal contacts
Manage changing circumstances as they happen, sometimes on short notice
Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.