Executive Assistant

Guardian Life Insurance•Holmdel Township, NJ

42d•Onsite

About The Position

The Executive Assistant will report to the Head of Enterprise while providing equal sport to 2-3 other executives within the Digital and Technology leadership. The role requires high emotional intelligence and interpersonal skills, highly technical capability with suite of tools, an incredible work ethic, and the ability to proactively anticipate and manage a variety of executive needs. The Executive Assistant will exercise considerable discretion in judgment, confidentiality, and will possess the organizational skills to support the varied tasks and deadlines that are required daily in a fast-paced environment. You will Provide proactive level of executive administrative support, ensuring excellent service and professionalism with every interaction. Demonstrate ability to problem solve and bring forward recommended solutions. Consistently demonstrate excellent judgment, and integrity, exhibiting a high level of confidentiality, discretion and diplomacy when dealing with sensitive correspondence, issues, and information. Coordinate all travel arrangements (flights, car service, hotel reservations, etc.) and process reimbursable expenses in a timely manner. Proactively manage calendar, schedule meetings, arrange meeting logistics and resolve calendar conflicts. Interact with executives and assistants internally and externally, responding to requests with appropriate sense of urgency. Prioritize and manage own workflow to ensure quality and efficiency to meet deadlines and be flexible in adjusting to changing work priorities. Proactively address, or resolve issues, within own area of accountability and keep leadership informed of any matters requiring their attention. Prepare correspondence, reports, presentations, and other materials, ensuring deadlines are met. Assist with other special projects, perform additional assignments, as needed – growth mindset. The Executive Assistant is a critical role in the Digital and Technology team, and the successful candidate will have the opportunity to work closely with senior leadership and play a key role in the success of the organization.

Requirements

5+ years of experience as an Executive Assistant, preferably supporting senior executives in Technology or equivalent highly technical organizations.
Strong knowledge of all audio visual set up (i.e. video conferencing) and ability to successfully collaborate with AV team as dictated by meeting requirements.
Excellent communication skills, both written and verbal.
Strong organizational skills and attention to detail.
Ability to multitask and manage competing priorities.
Highly Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience in project management and event coordination.
Ability to maintain confidentiality and handle sensitive information.
Self-driven and ability to work independently and as part of a team.
Highly collaborative in a team environment and able to work seamless across organizational boundaries.
Flexibility to work outside of regular business hours when needed.

Responsibilities

Provide proactive level of executive administrative support, ensuring excellent service and professionalism with every interaction.
Demonstrate ability to problem solve and bring forward recommended solutions.
Consistently demonstrate excellent judgment, and integrity, exhibiting a high level of confidentiality, discretion and diplomacy when dealing with sensitive correspondence, issues, and information.
Coordinate all travel arrangements (flights, car service, hotel reservations, etc.) and process reimbursable expenses in a timely manner.
Proactively manage calendar, schedule meetings, arrange meeting logistics and resolve calendar conflicts.
Interact with executives and assistants internally and externally, responding to requests with appropriate sense of urgency.
Prioritize and manage own workflow to ensure quality and efficiency to meet deadlines and be flexible in adjusting to changing work priorities.
Proactively address, or resolve issues, within own area of accountability and keep leadership informed of any matters requiring their attention.
Prepare correspondence, reports, presentations, and other materials, ensuring deadlines are met.
Assist with other special projects, perform additional assignments, as needed – growth mindset.