Executive Assistant

United Insurance • Portland, ME

77d

About The Position

The Executive Assistant provides high-level administrative support for the President & CEO, ensuring smooth day to day operations. While supporting the strategic vision and company goals, you’ll exercise independent judgment in the resolution of administrative problems. The Executive Assistant must prioritize and manage multiple projects simultaneously with little or no supervision. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• Associate’s degree required, Bachelor’s degree preferred.
• Previous Executive Assistant experience or related field preferred.
• Working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook.
• Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties.
• Excellent oral, and written communication skills.
• Excellent writing, proofreading, and editing skills.

Responsibilities

• Establish and maintain a positive team-oriented relationship with colleagues.
• Adhere to company policies and procedures for workflow and documentation.
• Support and coordinate corporate goals and objectives with the CEO.
• Manage CEO’s personal and business calendar (appointments, meetings, travel, etc.), requiring internal and external interactions.
• Manage United Insurance travel calendar.
• Screen and prioritize incoming and outgoing communications (phone, emails, mail, etc.) on behalf of CEO; routing these to appropriate parties quickly and efficiently.
• Respond to requests for corporate information (carriers, vendors, state, etc.).
• Arrange and manage CEO travel arrangements, reservations, expense reports (submit appropriately and timely on CEO’s behalf), as needed.
• Provide support including research, scheduling, and registering for charitable, industry and career fair related activities. Attend as needed.
• Track large losses, carrier contracts, etc. for CEO.
• Independently create/coordinate, using various software applications, well-organized, grammatically correct, executive communications, memos, spreadsheets, graphics, reports, charts, etc. as necessary to be distributed to members of various departments.
• Routinely handle sensitive and confidential information and maintain the highest level of confidentiality.
• Exercising administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area.
• Coordinate logistics for meetings, including agenda preparation, materials, technology, facility, and follow up actions.
• Prepare, edit, and manage all necessary paperwork and agendas for meetings (correspondence, reports, presentations, and other documents).
• Capture and maintain notes for client meetings, employee meetings, carrier meetings, board of director meetings, stockholder meetings, executive team meetings, etc.
• Track deadlines, projects, and action items to ensure timely completion.
• Organize and maintain confidential corporate files, records, and information.
• Assist CEO with personal affairs such as calendar management, appointments, child related responsibilities, etc.
• Anticipate issues and implement action plans based on changing priorities.
• Attend charitable events/groups/boards in person as needed.
• Maintain a high level of confidentiality.
• Performing other duties as assigned.

What This Job Offers

• Education Level: Associate degree
• Number of Employees: 51-100 employees