Executive Assistant

Western & Southern Financial Group•Cincinnati, OH

6d•Onsite

About The Position

Provides quality administrative support in a timely and efficient manner to the Senior Vice President and Vice Presidents in Insurance Operations. Maintains calendar for Sr. Vice President or Vice President, including two additional Vice Presidents, schedules appointments and governs time. Expedites work through proper channels in the absence of the Sr. Vice President or Vice President, maintains regular and follow-up files and confidential data. Acts as proxy for eTIME and processes expense reports for all management. Arranges travel plans as directed, independently prepares correspondence; maintains records; and creates and maintains presentations, charts, graphs, spreadsheets and databases. Works with minimal supervision and is responsible for making an established range of decisions, escalating to the Senior Vice President or Vice President when necessary and updating the SVP/VP on a regular basis.

Requirements

High School Diploma /GED.
Proven extensive experience serving as an administrative assistant or executive secretary to senior-level management. Experience must include supporting multiple principles where independent decision-making and self-initiative were demonstrated.
Proven experience coordinating multiple projects/assignments simultaneously, and completing tasks accurately and on a timely basis. Must demonstrate strong attention to detail with excellent organizational skills. Expected to cite examples of organization and time management methods used to manage or prioritize workload demands.
Proven experience handling administrative duties independently with the authority to act on behalf of managers where including prioritizing assignments, scheduling and canceling appointments, coordinating travel arrangements, responding to routine correspondence and requests and proactively proving desired information to various department personnel.
Demonstrated experience working and communicating cooperatively and effectively within a team environment. Must cite examples of going beyond the call of duty to assist team members in work situations.
Proven experience adapting and demonstrating flexibility associated with changes to policies/procedures. Must provide examples demonstrating flexibility to meet departmental and customer needs in work situations.
Demonstrated strong work ethic and proven experience working in an environment with a high degree of stress/time demands associated with heavy volumes and multiple demands.
Proven experience handling confidential information and correspondence with the ability to keep a high level of confidentiality and demonstrate discretion in all personnel related matters.
Demonstrated experience maintaining a calm and professional demeanor at all times, exercising excellent judgment and maintaining a positive perspective in all situations.
Demonstrated strong verbal and written communication skills with ability to convey information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Possesses proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency.
Proven proficiency in preparing reports, compiling statistics and researching information.
Demonstrated high level of initiative and proven ability to work independently with limited supervision.
Proficient keyboarding skills with minimal errors and strong demonstrated mathematical aptitude to include decimals, fractions and percentages.
Proficient in Microsoft Word, spreadsheet and presentation applications.
Working knowledge of database applications.

Responsibilities

Organizes and expedites the flow of work through the Sr. Vice President's or Vice President's office. Maintains any documentation and filing and initiates any follow-up actions required. Maintains calendars for SVP/VP and additional VPs, schedules or cancels appointments and keeps SVP/VP apprised of the status.
Responds to inquiries and directs, prioritizes and provides information to all levels of internal and external customers making requests of the group. Makes decisions regarding the validity of external requests quickly, and responds to those that are valid with urgency.
Prepares complex correspondence, reports and presentations.
Directs correspondence to and from the Insurance Operations executive group. Answers and screens incoming telephone calls, directing the calls to the proper sources.
Tracks departmental salaries, budget reports, vacations, personal absences, etc.
Completes daily drug screen reports ensuring all screens are completed in support of the underwriting process.
Coordinates correspondence between medical directors and applicants indicating any medical problems found during the underwriting process.
Interacts with field agents and applicants regarding appplication status.
Updates manuals and directories for operations departments.
Prepares, verifies and balances travel and personal expense budgets for the Sr Vice President/Vice President and other officers.
Monitors Outlook appointment calendars for senior management.
Acts as proxy for senior management and completes Extensity reports.
Acts as proxy for eTIME and ensures that all associate PTO and illnesses are reported as accurately as possible and manager approved by 10 a.m. of each pay week.
Provides ongoing eTIME and Extensity training, and answers questions as they arise.
Updates Disaster Recovery, Pandemic and Inclement Weather Plans periodically.
Acts as the go-to person for questions/issues as they relate to eTIME, PTO, equipment, benefits, supplies, magazine subscriptions, location of personnel for mail delivery purposes and all other issues as they arise.
Coordinates events as directed by management.
Monitors in/out boxes of senior management as well as fax machines, and distributes mail as necessary. Monitors in boxes for mail delivered in error.
Assists with troubleshooting and training of copying, faxing and emailing from color copier. Orders supplies.
Performs other duties as assigned.
Complies with all policies and standards.