Executive Assistant

Overview

AmTrust Financial is seeking an Executive Assistant to support our EVP, Head of North American Commercial P&C, performing a wide range of administrative and executive support to ensure the efficient operation of the organization.

• Coordinate international and domestic travel and manage busy and complex schedules.
• Handle/manages all logistics of travel: car pick-up, lodging, flights, meetings, dining reservations.
• Coordinate meetings.
• Prepare monthly expense reports.
• Register Executive and Direct Reports for conferences.
• PowerPoint, Excel, and Word proficiency.
• Strong organizational aptitude.
• Manage onboarding and new hire setup.
• High-volume phone coverage and email screening. Set up and clean up conference rooms before and after meetings. (For F&B and A.V. requirements, must coordinate with proper channels in advance.)
• Preparation (printing, scanning, copying, binding) of meeting materials.
• Ad hoc research and clerical projects and assorted administrative tasks.
• Perform general clerical duties, including photocopying, printing, scanning, filing, faxing, and mailing.
• Handle requests for information and data.
• Resolve administrative problems and inquiries.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
• Prepare agendas for meetings and binders for conference events.
• Assist with incoming mail process as needed.
• Periodic expense report reviews.
• Periodic Excel worksheet preparation as assigned.
• Cover reception desk during in-house meetings, lunch, mail runs, and inventory.
• Daily briefings, go over highlights for each day.
• End‑of‑day briefing – follow up (checklist on projects and tasks, status update).
• Book personal appointments (e.g., doctor, dentist, check‑up).
• Run errands when needed.
• Be very familiar with Microsoft Teams and Outlook Calendar.
• Assist Direct Reports when needed.
• Maintain office by filing and organizing reports and sensitive materials in proper binders and folders.
• Greet incoming clients/guests and escort them to designated conference rooms.
• Arrange dining reservations when needed.
• Confirm all appointments for the following day.
• Launch all virtual meetings, be the facilitator (admitting all attendees to the meeting).

• Must have extended experience working in a corporate environment.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continuously requires demonstrated poise, tact, and diplomacy.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, databases, and presentation software (MSWord, Excel, Access, PowerPoint).
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Must be able to work in a fast‑paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be very consistent.
• Must be very professional with every interaction: emails, phone calls, and in‑person with both internal and external guests (especially clients).
• Must adhere to office dress code and appearance.

Bachelor’s Degree; three or more years of experience in a financial, insurance, or similar corporate environment; or an equivalent combination of education and experience.

The expected salary range for this role is $24.00–$45.00 per hour.

Please note that the salary information shown above is a general guideline only. Salaries are based upon a wide range of factors considered in making the compensation decision, including, but not limited to, candidate skills, experience, education and training, the scope and responsibilities of the role, as well as market and business considerations.

AmTrust Financial Services offers a competitive compensation package and excellent career advancement opportunities. Our benefits include medical and dental plans, life insurance (including eligible spouses and children), health care flexible spending, dependent care, 401(k) savings plans, and paid time off.

AmTrust strives…