Executive Assistant to COO

Panorama Insurance Associates is a fast-growing, innovative organization committed to growth, operational excellence, and creating opportunities for employees and affiliates. The Executive Assistant will provide high-level administrative support to the Chief Operating Officer, assisting with executive administration, reporting, communications, document preparation, and special projects while upholding Panorama’s core values.

• Manage and maintain the COO’s calendar, schedules, appointments, and meeting priorities.
• Provide comprehensive administrative support to the COO on a daily basis.
• Coordinate meetings, prepare agendas, and facilitate follow-up on action items.
• Review, organize, prioritize, and draft responses to email correspondence and general inquiries.
• Maintain strict confidentiality regarding sensitive business, employee, and organizational information.

• Prepare professional presentations, reports, spreadsheets, and business correspondence.
• Coordinate monthly departmental reporting packages and compile information into meaningful reporting formats.
• Draft, edit, and proofread documents, communications, and other business materials.
• Ensure accuracy, consistency, and quality of all executive-level documentation.

• Assist with vendor and carrier contract administration, including data entry, tracking, filing, and record maintenance.
• Support organizational projects, initiatives, and process improvement efforts.
• Conduct research and gather information to support executive decision-making.
• Assist with special projects and other assignments as directed by the COO.
• Serve as a professional point of contact between the COO and internal or external stakeholders.
• Foster positive working relationships across departments and business partners.
• Support effective communication and coordination of organizational priorities.

• Perform additional responsibilities, tasks, or projects as assigned; duties may evolve over time with or without notice.

• High school diploma or equivalent required.
• Minimum of two (2) to three (3) years of administrative experience.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Bachelor’s degree in Business, Communications, or related field.
• Previous Executive Assistant experience supporting senior leadership.
• Insurance industry experience.
• Knowledge of entity maintenance and corporate documentation.
• Experience working with contracts, compliance documentation, and business operations.

• Medical: HSA, PPO, and EPO options; base plan covered at 95% by employer.
• Dental: PPO plans with options for zero employee premium.
• Vision: PPO plan at no cost to the employee.
  
  FSA:
  Medical and Dependent Care FSA available.
• HSA: $1,000 annual employer contribution for eligible plans.
• Disability Insurance:
  Long‑term and short‑term disability provided at no cost.
• Life & AD&D:
  Employer‑paid; voluntary life options available.
• Supplemental Coverage:
  Critical Illness and Hospital Indemnity policies offered.
• Identity Theft Protection:
  Provided at no cost.
• Employee Assistance Program:
  Available at no cost to all household members.
• 401(k): 100% employer match up to 5% of earnings.
• Time Off:
• Exempt employees:
  Flexible (unlimited) time off.
• Paid Holidays: 12 paid holidays annually.
• Work Flexibility:
  
  Hybrid and in‑office options.
• Professional Development:
  Licensing, accreditation, and structured growth opportunities.