Executive Assistant and Office Manager

MS Reinsurance • New York, NY

3d • $80,000 - $120,000

About The Position

We are seeking an exceptionally organized, proactive, and dynamic Executive Assistant to provide high-level administrative and operational support to our North America Chief Underwriting Officer (“CUO”). In the fast-paced reinsurance environment, you will act as a primary gatekeeper, communications liaison, and seamless coordinator across global teams, brokers, and institutional clients. The Executive Assistant will support the CUO in meeting their strategic priorities and help ensure best practice is encouraged and followed. Alongside supporting the CUO, this role takes ownership of day-to-day office management and general administration, ensuring our workspace runs smoothly and efficiently.

Requirements

• 5+ years of experience supporting C-level or senior executives, preferably within reinsurance, insurance, or financial services.
• Prior experience in office management.
• Excellent oral and written communication skills.
• Highly professional and reliable.
• Excellent organizational skills; exceptional ability to plan, prioritize, anticipate, and solve problems.
• Ability to work effectively under pressure and familiarity with fast-paced work environments.
• Flexible, proactive team-player who is equally able to work independently with strong accuracy and sharp attention to detail.
• Always maintain complete confidentiality and high professionalism.
• Develop and maintain excellent relationships with internal and external stakeholders.
• Conduct themselves at all times in accordance with internal MS Reinsurance policies and procedures.
• Be aware of regulatory and legal compliance requirements in accordance with MS Reinsurance procedures.
• Proficiency in MS-Office tools (Word, Excel, PowerPoint).

Nice To Haves

• Experience with Power-BI and modern travel management tools is preferred.

Responsibilities

• Manage a complex calendar ensuring it is accurate at all times; anticipate and plan strategically; prioritize when necessary.
• Take incoming calls from internal and external stakeholders.
• Schedule and coordinate internal and external meetings, including via virtual platforms; produce material for meetings and circulate as requested.
• Attend key meetings and take minutes and notes for approval and circulation; ensure takeaways from meetings are communicated to and followed up with relevant stakeholders.
• Engage and consult with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker/client meetings.
• Welcome visitors as required.
• Plan, arrange, and coordinate business travel and all travel-related activities, including visa requests, necessary documentation, hotel/accommodation, and transport.
• Plan, organize, and coordinate internal and external Company or senior leadership team events.
• Serve as the CUO’s administrative liaison with all their direct reports and external stakeholders.
• Assist in various ad-hoc tasks.
• Oversee daily office operations and supplies to maintain a productive work environment.
• Source, manage, and coordinate with external office vendors, service providers, and suppliers to ensure seamless service delivery.
• Maintain operational agility to support and cover front desk/reception tasks as needed, depending on the configuration and requirements of our new office space.
• Process incoming mail.
• Prepare expense reports and support in expense budget management.

Benefits

• An entrepreneurial culture, where there’s less hierarchy and more action, and room for innovation.
• The power to drive real change and shape our path ahead.
• A place where ambition can become reality, with development and platforms that support where you want to go next.
• A team which upholds mutual trust and treats each other with respect.
• A culture that welcomes differences, believing they are essential to success.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed