Senior Executive Assistant

Responsibilities

• Coordinates office activities for the executive(s). Prioritizes and follows up on information and requests to and from executive(s). Updates executive(s) on current issues as necessary. Supports department leadership as needed.
• Assists in the planning, development, and implementation of department goals.
• Research, compiles, assimilates and prepares documents. Briefs executive(s) regarding content.
• Reads and screens incoming correspondence and reports; handles or forwards as appropriate.
• Receives and screens incoming calls and visitors and prioritizes. Refers to appropriate executive staff or provides necessary information.
• Composes, types, and edits correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities.
• Prepares agenda and collects and distributes materials for meetings and conferences. Transcribes minutes and keeps records of proceedings as required.
• Coordinates and facilitates executive’s calendar(s) to arrange appointments, meetings, and conferences.
• Recommends actions to be taken on budget expenditures and equipment and supply needs. Directs services, such as maintenance, repair, replenishing supplies, and files.
• Makes domestic and foreign travel arrangements for executive(s) and department. Prepares and compiles travel vouchers and maintains all travel records.
• Develops, compiles, and maintains various filing systems and informational databases and generates reports as requested or as scheduled.
• May participate in interviewing, selection, and training.

• Associate’s degree in business or related field required.

• Requires seven (7) years relevant experience with a minimum of four (4) years in an executive assistant position or equivalent experience that provides the necessary skills, knowledge, and abilities.
• Prior insurance experience a plus but not required.
• Experience incorporating AI into daily work preferred.

• Excellent oral and written communication skills with the ability to compose correspondence.
• Knowledge of organization, company, and departmental policy and procedures preferred.
• 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. Flexibility for atypical hours during key business process situations.
• 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.

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.