Executive Assistant

Job Summary

The Executive Assistant to the CEO provides high-level administrative, project, and logistical support to ensure the CEO’s time, priorities, and organizational commitments are managed effectively. This role requires exceptional judgment, professionalism, and communication skills, as well as the ability to anticipate needs, coordinate complex details, and serve as a key liaison to internal staff, external partners, and industry organizations. The Executive Assistant manages the CEO’s schedule, travel, correspondence, projects, events, and records while representing the CEO and Valmark with the utmost discretion and accuracy.

Essential Functions and Responsibilities
1. Executive Schedule & Communication Management

• Manage the CEO’s Outlook calendar, scheduling calls, meetings, events, and travel for optimal efficiency.
• Exercise independent judgment to prioritize demands on the CEO’s time.
• Redirect inquiries and requests to appropriate departments as needed.
• Confirm appointments and prepare materials in advance.
• Edit and draft correspondence, proofread documents, and assist with articles, white papers, and departmental materials.

2. Travel, Event, & Meeting Coordination

• Coordinate all aspects of the CEO’s travel, including flights, accommodations, and transportation.
• Manage logistics and catering for CEO-directed events and meetings (Valmark Board, Vistage, staff, local groups).
• Support conference participation by ensuring materials are submitted on time, registrations completed, and presentations prepared with the Graphics team.

3. Relationship, Board, & Committee Support

• Coordinate communications and logistics for industry committees chaired by the CEO.
• Support the CEO’s involvement with university, foundation, and charitable boards.
• Initiate preparation for Member Advisory Board and Carrier Partnership calls, including scheduling, invitations, agendas, and surveys.
• Serve as liaison to staff, member firms, carrier partners, and the field on behalf of the CEO.

4. Project, Gift, & Special Assignment Management

• Manage special projects for the CEO, working with manufacturers, vendors, and designers.
• Coordinate ordering and distribution of gifts and recognition items for members, partners, and staff (holidays, life events, anniversaries, birthdays, designations).
• Prepare recipient lists, select items with the CEO, order gifts and packaging materials, and oversee mailing and cost management.

5. Financial Administration & Record Management

• Review and submit invoices for payment on behalf of the CEO.
• Complete expense reports and manage credit card statement submissions for both the CEO and EA.
• Use judgment in purchasing items needed for CEO-driven requests or projects.
• Maintain files for the CEO’s insurance policies and trusts and scan documents into VMPC.
• Manage continuing education requirements for the CEO’s designations and licenses, and maintain industry memberships.

6. Professional Representation & Internal Support

• Represent the CEO with professionalism and discretion in all interactions.
• Support communication flow between the CEO and internal staff.
• Maintain confidentiality and ensure timely, accurate information sharing on behalf of executive leadership.

Core Competencies

• Exceptional written, verbal, and interpersonal communication skills
• Strong proofreading, editing, and attention to detail
• Proven ability to prioritize, organize, and manage multiple deadlines
• Exercises sound judgment, discretion, and professionalism
• Ability to anticipate needs and address issues proactively
• Flexible, adaptable, and effective in a changing environment
• Advanced proficiency in Microsoft Office; CRM experience helpful

Supervisory Responsibility

• Not responsible for supervising employees but should exhibit leadership for other administrative staff.

Required

Education and Experience

• Associate degree
• At least five years of experience in a professional office setting supporting senior management

Preferred

Education and Experience

• Bachelor’s degree
• Five to ten years’ experience in a professional office setting supporting senior management

Physical Demands

This is a largely sedentary role; however, may occasionally lift up to 25 pounds for products,…