Executive Assistant Jobs

About The Position

Requirements

• Associate’s degree in business or related field required.
• Seven (7) years relevant experience.
• Minimum of four (4) years in an executive assistant position or equivalent experience.
• Excellent oral and written communication skills with the ability to compose correspondence.
• Excellent working knowledge of computers and company standard software.
• Excellent organizational skills and ability to prioritize work.
• Ability to maintain confidentiality on all levels and at all times.
• Ability to use independent judgment and initiative and to anticipate needs of executive(s) and accomplish tasks without direction.
• Excellent skills in proofreading documents for spelling, grammar, punctuation, and presentation.
• Significant ability to establish workflows, manage multiple projects, and meet necessary deadlines while maintaining proper relations between executives, managers, and customers.
• Ability to manage responsibilities and unexpected pressures/dilemmas.
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
• Ability to comprehend consequences of various situations and make appropriate individuals aware of same for decision making.
• Ability to exchange information clearly and concisely and to present ideas, report facts, and other information.
• Ability to follow complex instructions and to apply instructions and guidelines in the disposition of problems.
• Ability to use diplomacy, discretion, and appropriate judgment when addressing callers.
• Ability to perform necessary mathematical computations.
• Ability to perform other assignments at locations outside the office.

Nice To Haves

• Knowledge of organization, company, and departmental policy and procedures preferred.
• Prior insurance experience a plus but not required.
• Experience incorporating AI into daily work preferred.

Responsibilities

• Exercise discretion and judgment in assisting one or more executives.
• Perform executive support tasks that may be highly confidential and sensitive.
• Perform high-level administrative work including organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing information for executives and the department.
• Assist in implementing department activities and communications, internal and external.
• Coordinate office activities for the executive(s).
• Prioritize and follow up on information and requests to and from executive(s).
• Update executive(s) on current issues as necessary.
• Support department leadership as needed.
• Assist in the planning, development, and implementation of department goals.
• Research, compile, assimilate, and prepare documents.
• Brief executive(s) regarding document content.
• Read and screen incoming correspondence and reports, handling or forwarding as appropriate.
• Receive and screen incoming calls and visitors, prioritizing them.
• Refer calls and visitors to appropriate executive staff or provide necessary information.
• Compose, type, and edit correspondence in response to incoming mail, calls, and other situations.
• Prepare agendas and collect and distribute materials for meetings and conferences.
• Transcribe minutes and keep records of proceedings as required.
• Coordinate and facilitate executive’s calendar(s) to arrange appointments, meetings, and conferences.
• Recommend actions to be taken on budget expenditures and equipment and supply needs.
• Direct services such as maintenance, repair, replenishing supplies, and files.
• Make domestic and foreign travel arrangements for executive(s) and department.
• Prepare and compile travel vouchers and maintain all travel records.
• Develop, compile, and maintain various filing systems and informational databases.
• Generate reports as requested or scheduled.
• May participate in interviewing, selection, and training.

Benefits

• Actual compensation decision relies on the consideration of internal equity, candidate's skills and professional experience, geographic location, market, and other potential factors.
• It is not standard practice for an offer to be at or near the top of the range, and therefore a reasonable estimate for this role is between $54,000 and $90,500.
• All qualified applicants will receive consideration for employment without regard to, among other grounds, race, color, religion, sex, national origin, sexual orientation, age, gender identity, protected veteran status or status as an individual with a disability.
• Candidates are hired on an "at will" basis.
• Nothing herein is intended to create a contract.