Executive Administrative Assistant

Nationwide•Columbus, OH

17h•Hybrid

About The Position

Provides comprehensive administrative support to three Executive Leaders (VP level) and their teams, totaling approximately 45 associates. This role performs a wide variety of confidential, detailed and complex administrative functions under direct supervision. The Executive Administrative Assistant will coordinate meetings and make business and travel arrangement decisions for their leader(s) and their team. They will plan, organize and schedule their own work and may serve as an informal mentor to other administrative assistants in the office. Nationwide is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive culture where everyone feels challenged, appreciated, respected and engaged. Nationwide prohibits discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to any characteristic (or classification) protected by applicable law.

Requirements

High school, vocational or technical business school studies in secretarial science
Typically, six or more years related administrative assistant experience.
Nationwide experience is highly desirable.
Knowledge of company policies and organizational structure.
Understanding of office practices and procedures.
Ability to make decisions and recommend solutions to work processing and office management problems.
Strong communication skills to interact with all levels of leaders, associates, and external contacts.
Ability to proofread own work and work of others for content and format accuracy.
Intermediate mathematical calculation skills.
Ability to build effective business relationships.
Other criteria, including leadership skills, competencies and experiences may take precedence.

Nice To Haves

Some undergraduate-level coursework beneficial.
Administrative professional certification(s) such as Certified Administrative Professional (CAP) or Certified World Class Assistant (CWCA) are a plus.

Responsibilities

Calendar, meeting, and email management
Coordination of internal and external communications
Maintenance of distribution lists and team site memberships
Travel arrangements and expense management/reporting
Planning and coordination of large meetings, including regulator meetings with senior executives
Budget tracking and management
Office supply coordination
Document preparation and presentation support
Oversight of hybrid office space functionality and meeting readiness
Focuses on both daily and longer-range calendar for multiple leaders and teams.
Manages leader's personal calendar as directed.
Coordinates travel plans for leader(s) and team and makes mid-trip changes quickly when required.
Compiles information for reports and presentations.
Screens communications for action items and due dates, bringing key items to the leader's attention.
Initiates necessary actions, e.g., follow-ups, prioritizations, action required, etc.
Drafts responses for executive review, implementing their style into all communications.
Provides assistance with office procedures or processes that help the team be more productive and efficient.
Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for accurate reporting.
Manages budget for meeting planning.
Conducts quality checks on invoices/accounts payable.
Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator.
Keeps current on Nationwide procedure changes, Human Resources policy changes, business environment, etc. that impact department level plans.
May participate in special projects as assigned.
May perform other responsibilities as assigned.

Benefits

medical/dental/vision
life insurance
short and long term disability coverage
paid time off with newly hired associates receiving a minimum of 18 days paid time off each full calendar year pro-rated quarterly based on hire date
nine paid holidays
8 hours of Lifetime paid time off
8 hours of Unity Day paid time off
401(k) with company match
company-paid pension plan
business casual attire