Executive Assistant

ANV Insurance•New York, NY

17d

About The Position

ANV Insurance is seeking an Executive Assistant to support its CFO and COO. The role provides a wide range of administrative and executive support to ensure efficient organizational operations in a fast-paced corporate environment. Responsibilities include managing complex schedules and domestic and international travel, coordinating meeting logistics, preparing expense reports and meeting materials, supporting onboarding, handling communications and visitors, and completing general clerical, research, and administrative tasks. The position also includes day-to-day briefings and follow-up, appointment confirmations, conference room preparation, and facilitating virtual meetings.

Requirements

Extended experience working in a corporate environment.
Strong interpersonal skills for handling sensitive and confidential situations, with demonstrated poise, tact, and diplomacy.
Ability to interact and communicate with individuals at all levels of the organization.
Knowledge of computer software applications for word processing, spreadsheets, databases, and presentations, including Microsoft Word, Excel, Access, and PowerPoint.
Continual attention to detail when composing, typing, and proofreading materials, establishing priorities, and meeting deadlines.
Ability to work in a fast-paced environment and manage multiple competing tasks and demands.
Consistency and professionalism in all interactions, including email, phone, and in-person interactions with internal and external guests, especially clients.
Ability to adhere to the office dress code and appearance standards.
Bachelor's degree and three or more years of experience in a financial, insurance, or similar corporate environment, or an equivalent combination of education and experience.

Responsibilities

Coordinate domestic and international travel and manage busy, complex schedules.
Arrange travel logistics, including car pickups, lodging, flights, meetings, and dining reservations.
Prepare monthly expense reports and periodically review expense reports.
Register executives and their direct reports for conferences.
Manage onboarding and new-hire setup.
Provide high-volume phone coverage and screen email.
Set up and clean up conference rooms; coordinate food and beverage and audiovisual requirements through the appropriate channels in advance.
Prepare meeting materials, including printing, scanning, copying, and binding.
Perform ad hoc research, clerical projects, and other administrative tasks.
Perform general clerical duties, including photocopying, printing, scanning, filing, faxing, and mailing.
Handle requests for information and data, and resolve administrative problems and inquiries.
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
Prepare meeting agendas and schedules, and prepare binders for conference events.
Assist with processing incoming mail as needed.
Complete assigned Excel worksheets.
Provide daily briefings covering the day's highlights and end-of-day follow-up, including project and task checklists and status updates.
Book personal appointments, such as doctor, dentist, and check-up appointments.
Run errands when needed.
Use Microsoft Teams and Outlook Calendar.
Assist direct reports when needed.
File and organize reports and sensitive materials in appropriate binders and folders.
Greet incoming clients and guests and escort them to designated conference rooms.
Confirm all appointments for the following day.
Launch virtual meetings and facilitate them by admitting attendees.