Executive Assistant Jobs

About The Position

Requirements

• 5+ years of experience supporting C-level or senior executives, preferably within reinsurance, insurance, or financial services.
• Prior experience in office management.
• Excellent oral and written communication skills.
• Highly professional and reliable.
• Excellent organizational skills; exceptional ability to plan, prioritize, anticipate, and solve problems.
• Ability to work effectively under pressure and familiarity with fast-paced work environments.
• Flexible, proactive team-player who is equally able to work independently with strong accuracy and sharp attention to detail.
• Always maintain complete confidentiality and high professionalism.
• Develop and maintain excellent relationships with internal and external stakeholders.
• Conduct themselves at all times in accordance with internal MS Reinsurance policies and procedures.
• Be aware of regulatory and legal compliance requirements in accordance with MS Reinsurance procedures.
• Proficiency in MS-Office tools (Word, Excel, PowerPoint).

Nice To Haves

• Experience with Power-BI and modern travel management tools is preferred.

Responsibilities

• Manage a complex calendar ensuring it is accurate at all times; anticipate and plan strategically; prioritize when necessary.
• Take incoming calls from internal and external stakeholders.
• Schedule and coordinate internal and external meetings, including via virtual platforms; produce material for meetings and circulate as requested.
• Attend key meetings and take minutes and notes for approval and circulation; ensure takeaways from meetings are communicated to and followed up with relevant stakeholders.
• Engage and consult with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker/client meetings.
• Welcome visitors as required.
• Plan, arrange, and coordinate business travel and all travel-related activities, including visa requests, necessary documentation, hotel/accommodation, and transport.
• Plan, organize, and coordinate internal and external Company or senior leadership team events.
• Serve as the CUO’s administrative liaison with all their direct reports and external stakeholders.
• Assist in various ad-hoc tasks.
• Oversee daily office operations and supplies to maintain a productive work environment.
• Source, manage, and coordinate with external office vendors, service providers, and suppliers to ensure seamless service delivery.
• Maintain operational agility to support and cover front desk/reception tasks as needed, depending on the configuration and requirements of our new office space.
• Process incoming mail.
• Prepare expense reports and support in expense budget management.

Benefits

• An entrepreneurial culture, where there’s less hierarchy and more action, and room for innovation.
• The power to drive real change and shape our path ahead.
• A place where ambition can become reality, with development and platforms that support where you want to go next.
• A team which upholds mutual trust and treats each other with respect.
• A culture that welcomes differences, believing they are essential to success.