Executive Operations, Events and Travel

Executive Assistant

We are looking for an experienced Executive Assistant who goes beyond traditional EA support and acts as a key partner in executive operations, event coordination, travel, and guest management.

Miami is a key hub for MS-RE, hosting the Latin America operation and regularly welcoming clients, brokers, senior executives, and internal teams from across the organization. This role plays a central part in ensuring that internal meetings, executive meetings, events, and visits run smoothly and professionally.

Take ownership of the CUO complex and dynamic calendar, scheduling across time zones to optimize time management and resolve conflicts. Arrange global travel and ensure all commitments align with business priorities.

Compile documents for meetings and conduct basic research to draft documents as requested.

Maintain files to be accessed and retrieved efficiently, while always maintaining confidentiality.

Manage and update the CRM database, ensuring client contacts, interaction logs, and distribution lists are accurate and current.

Proactively address any ad hoc or unplanned tasks.

Prioritize conflicting needs, follow up on sensitive issues addressed to the CUO, and determine the appropriate course of action, referral, or response.

Produce deliverables and handle tasks that free the CUO to focus entirely on core strategic projects.

Handle all travel arrangements, including flights, hotels and itineraries, as well as preparing and submitting expense reports.

Responsible for expense management in coordination with the office manager.

Collaboration and coordination with Office Manager and other executive assistants, mainly in the headquarters.

Support other executives as needed.

Contribute to project coordination and process improvement

Provide a professional experience for external visitors, managing meeting logistics and hospitality.

Organize and coordinate events, including logistics and travel arrangements for attendees, whether in Miami or other locations.

Assist with local accommodation and transportation for clients, visitors from other MS Re offices, including the Global headquarters.

Support executive meetings and internal and external events with tailored setups and catering coordination.

At least seven 3-5 years' experience supporting executives in a global organization.

Well – travelled and culturally aware.

Relevant marketing experience, ideally involving collaboration on marketing initiatives or projects, to support alignment with global marketing efforts.

Significant experience in event coordination across various levels, including local, regional, and international settings.

Comprehensive background in managing complex travel logistics, particularly in Latin America and other global regions.

Strong track record of providing high-quality guest and client support while fostering a professional atmosphere.

Demonstrated organizational skills with a history of effectively managing multiple priorities.

Experience reflecting a high standard of professionalism, discretion, and attention to detail, complemented by an executive presence

Bachelor's degree in business administration, Marketing or similar.

Formal training or certification in Executive Administration or Office Management.

Excellent verbal and written communication skills, with a natural ability to choose the right words and tone. Business fluency in English and Spanish is required.

A high-level user of the MS Office Suite and collaboration tools such as Teams, Zoom, and SharePoint. Knowledge of Power Bi is a plus.

Make your mark with us. At MS Reinsurance, we're big enough to make a difference and small enough that everyone counts.

We offer an entrepreneurial culture, where there's less hierarchy and more action, and room for innovation. Here, you'll have the power to drive real change and shape our path ahead.

Join a place where ambition can become reality, with development and platforms that support where you want to go next. Together, we'll help you discover your potential as we expand ours.

We live day-to-day by our values: collaborative, progressive, empowering, and responsible. This means you'll join a team which upholds mutual trust and treats each other with respect. While teamwork is at the heart of our approach to reinsurance, we don't expect our team to think alike; at MS Re, we don't just welcome your differences, we believe they're essential to our success.

Does this sound like a culture you want to be part of? Find out more about what we offer on our website and apply today!

In case of questions, please contact us via email:

Note that we will only consider applicants eligible to work in Miami, Florida.

MS Reinsurance is the market-facing brand of the risk carrying legal entity MS Amlin AG, a global reinsurer domiciled in Switzerland and operating in Bermuda as MS Amlin AG, Bermuda Branch, in the United States through MS Amlin Reinsurance Managers, Inc, and in Labuan, Malaysia as MS Amlin AG,…