Executive Assistant

Description

Executive Assistant

We are Hiring!

Location:

La Jolla, CA

Why choose Palomar?

Palomar is a rapidly growing and innovative insurer focused on providing specialty insurance to residential and commercial customers. Palomar welcomes self-motivated individuals to our thriving company. Guided by an entrepreneurial spirit, Palomar is building a dynamic and diverse team.

Join a company built on a culture of agility, innovation and authenticity that delivers peace of mind and protection to individuals and businesses impacted by adversity.

Want to learn more about our exciting journey? Go to  to learn more.

The Details: The Executive Assistant completes a broad variety of administrative tasks for the C-Suite including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

What will you do? (Job Duties)

Executive Support

· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks as needed

· Communicate and interact effectively and professionally with diverse populations.

· Opening, sorting, and distributing correspondence, including email, faxes and regular mail.

· Attend meetings and discussions, as required, take minutes and ensure action item follow-up.

· Work with Management to keep the C-Suite apprised of all pertinent information such as schedules, speaking opportunities, staff issues, and track needs, priorities, and follow-up of action points.

· Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.

· Ensure C-Suite is prepared for upcoming appointments by gathering materials necessary for each meeting.

· Collaborate with Executive Team to collect and assemble information for presentations, projects and strategic planning.

• Prepare, edit and draft presentations.
• Consolidate data and edit documents for accuracy.

· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

· Ensuring that the workplace environment runs efficiently.

· Management of Floor Wardens (3rd & 5th Floor).

· Safety Management (Emergency Contact List)

· Coordinate inter-office activities and inform staff of issues or concerns.

· Research and propose new administrative procedures and monitor compliance with policies in partnership with People and Talent.

· Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.

· Maintain professionalism and strict confidentiality with all materials.

· Organize team communications and plan events, both internal and off-site

· Reporting office progress to senior management and collaborating with them to improve office operations and procedures.

· Tracking action items for executives and ensuring responsibilities are managed.

· Calendar management for a team of executives (C-Suite to EVP).

· Coordinating strategy offsites and company/team activities.

· Coordinating international and domestic travel arrangements.

· Managing expenses for the executive team members supported

· Managing special projects and corporate initiatives.

· Assist with additional general office tasks as needed.

· Respond to comments, messages, and inquiries from followers, addressing customer concerns and fostering positive interactions.

· Develop and schedule engaging content like text posts, images, videos, and stories for different platforms aligned with brand messaging.

· Internal Post on Paylocity

· Submit facilities requests to the property management.

· Conduct and document facility and equipment inspections.

· Oversee any building projects and renovations.

· Works is in concert with People and Talent for emergencies, business continuity, and improvements.

Requirements

What we are looking for: (Experience)

· 8+ years’ experience as an Executive Assistant

·…