Executive Assistant

The Gray Insurance Company•Metairie, LA

24d•Onsite

About The Position

The Executive Assistant role is responsible for managing a complex and evolving set of responsibilities to support the owner's effectiveness. This includes managing calendars, coordinating meetings, handling communications, arranging travel, managing technology, overseeing administrative tasks, and performing personal errands. The ideal candidate will possess unwavering discretion, exceptional availability, true adaptability, technological confidence, proactive excellence, polished communication, and composure under pressure. This position requires on-call availability and the flexibility to respond to needs as circumstances demand.

Requirements

Minimum 5 years of experience in a high-level executive support role, ideally supporting C-suite leadership.
Demonstrated proficiency with Microsoft Office Suite, Apple ecosystem, and common productivity platforms.
Experience managing complex travel logistics, including international itineraries.
Proven track record of handling confidential and sensitive matters with absolute discretion.
Strong financial literacy and experience with basic bookkeeping or financial record management.
Ability to manage multiple priorities simultaneously with meticulous attention to detail.
Unwavering discretion.
Exceptional availability.
True adaptability.
Technological confidence.
Proactive excellence.
Polished communication.
Composure under pressure.

Nice To Haves

Bachelor's degree preferred; equivalent experience will be considered.

Responsibilities

Manage a complex, continuously evolving calendar with competing priorities across personal and professional commitments.
Coordinate high-priority meetings, ensuring all logistics, materials, and participants are prepared in advance.
Serve as the primary point of contact between the owner and internal/external stakeholders.
Draft, edit, and manage correspondence, including sensitive and confidential communications, with professionalism and accuracy.
Screen and prioritize incoming communications, ensuring timely and appropriate responses.
Build comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and itinerary management.
Coordinate travel arrangements for family members and guests upon request.
Provide hands-on support for personal and professional devices including phones, tablets, computers, and printers.
Manage setup, troubleshooting, and ongoing maintenance of smart home systems, security systems, internet services, and applications.
Serve as a capable and resourceful technology liaison — researching solutions, coordinating vendor support, and resolving issues efficiently.
Coordinate time-sensitive registrations, renewals, and administrative filings on behalf of the owner.
Manage external organizational affiliations, memberships, and related correspondence.
Track and log political and corporate contribution thresholds, ensuring awareness of compliance considerations and maintaining accurate records.
Track, retrieve, and manage incoming and outgoing shipments and deliveries.
Proactively follow up on delayed or missing packages and coordinate resolutions with carriers or vendors.
Conduct research across a wide range of subject matter as directed, delivering concise, accurate summaries and analysis.
Retrieve historical records and information related to past events, associations, and activities as needed.
Process expense reimbursements, manage vendor invoices, and maintain organized financial records.
Assist with account reconciliation, bill payment, and data entry into financial management systems.
Maintain office supply inventory and ensure the executive environment is professionally managed.
Perform personal errands and tasks as assigned, approaching each with the same professionalism as formal responsibilities.
Provide support across any area where the owner’s effectiveness can be enhanced.
Adapt to new responsibilities as needs evolve.