Executive Administrator-Finance

INSURICA, Inc•Oklahoma City, OK

31d•Onsite

About The Position

The Executive Administrator - Finance position provides administrative support to executive officers to achieve and maintain the strategic goals of the company, including agency financial stability and growth, investment (M&A), colleague development, innovations, business development, company vision, and communication and productivity goals. Executive Administrator - Finance responsibilities will include, but are not limited to, providing project management, administrative support, and coordinating and planning conferences and industry-specific agency board/executive meetings, creation, maintenance and analytical review of company reports and data sets (as delegated), and other related administrative functions.

Requirements

Excellent PC skills, with advanced knowledge of MS Office, Word, Excel, Outlook, Teams and PowerPoint
Proven experience managing multiple calendars and planning/managing executive meetings and events
Resourceful and adaptable, with the ability to independently determine what business requests, circumstances, issues, communications, and/or decisions require attention
Flexible, with the ability to understand and adapt to business needs
High level of personal integrity, professional image, and demeanor
Highly organized with the ability to manage multiple projects simultaneously and meet deadlines
Must be creative, analytical and highly organized, with a strong attention to detail
Minimum typing/word processing skills of 50 words per minute
Ability to work within a fast-paced, changing-priority environment
Ability to be flexible, professional, and manage a diversified workload
Self-motivated, with the initiative to prioritize and be self-directed
Regular and punctual attendance is required
Ability to communicate effectively, both verbally and in writing, and across all levels
Excellent interpersonal skills, with the ability to interact effectively with clients, colleagues, and managers, across all levels
Ability to promote and maintain a team environment, willing to find accommodating solutions for our customers, companies, and the Agency
Ability to successfully adhere to company policies and procedures, as well as maintain strict confidentiality
3–5 Years of Corporate/Executive administrative experience preferred
A High School diploma or equivalent, and a college degree in a business field is preferred

Nice To Haves

The professional administrative designation is desirable
Insurance knowledge is desirable

Responsibilities

Provide general administrative support for the executive management team, but not limited to, greeting guests and handling written and telephone communications effectively and professionally
Coordinate with Executive admin staff to open, sort, stamp, and distribute daily corporate mail; create and maintain corporate files; maintain corporate supplies and forms as directed
Provide support for the executive management team, including, but not limited to:
Project management, but not limited to facility remodeling, relocations, and other strategic transitions, ERM, and Fleet
Effectively prepare letters and other correspondence, reports, memos, memoranda, meeting minutes, and presentations, including presentations with limited executive involvement
Prepare and maintain support for executive recurring meetings (such as Agendas, PowerPoint presentations, spreadsheets, etc.)
Coordinate assigned executive management's transient business travel arrangements
Maintain and schedule assigned executive management calendars
Greeting guests and handling telephone communications in an efficient manner
Record and forward accurate verbal or written messages
Anticipate, coordinate, and order catering
Data Collection and Analytics for Executive Projects
Coordinate acquisition due diligence; act as liaison between Executive and other corporate leadership regarding acquisition DD and onboarding activities
Act as liaison between Executive and Data/Innovation Teams to generate needed reports out of Power BI
Serve as backup for Sr. Executive Administrator and Executive Administrator for in-office tasks, as needed
Plan and implement seminars, meetings, and conferences, including disseminating seminar, meeting and conference information/materials for agency staff, both on and off premises, as requested
Possess an innovative mindset to utilize INSURICA Chat or other AI tools to assist with deliverables
Plan, produce, and direct virtual meetings on various platforms
Collaborate with team members regarding special event planning (Holiday Dinner, Board of Directors’ meetings, etc.)
Participate in merger and acquisition program, including, but not limited to, pro-forma input and analysis support, due diligence team coordination and scheduling, and post-transition onboarding coordination
Maintain accurate and up-to-date financial records
Effective management of CFO/COO Expense Reports and reimbursement
Attend required CFO/COO meetings, recording effective notes and following up on action items
Prepare financial reports, such as balance sheets and income statements
Anticipate and forecast the needs of CFO/COO
Complete special projects, as related to the Corporate/Executive areas, as assigned
Assist with Key Performance Indicator (KPI) report preparation and analysis
Perform all actions relating to the public, customers, and companies in a manner that will avoid issues involving potential errors and omissions
Participate in seminars and other training for knowledge and skill development