Executive Assistant

Location

Seattle, Washington, United States of America

At Lockton, we’re passionate about helping our people achieve their ultimate potential. Our people are curious, action-oriented and always striving to make ourselves and those around us better. We’re active listeners working to ensure understanding and problem solvers developing innovative solutions. If you can see yourself delivering excellent service to clients, giving back to our communities and being a part of our caring culture,
you belong here.

• Proactively monitor the Producer’s inbox, prioritizing emails and responding on behalf of the Producer when appropriate.
• Flag important emails and coordinate timely follow-up, in particular items that require immediate attention.
• Maintain calendars and schedule meetings and appointments, as requested.
• Prepare agendas, compile necessary documents and ensure the Producer is well-prepared for meetings. Collect action items following meeting and drive action for applicable items.
• Arrange for meeting rooms, food/beverages, lunch reservations, etc., as necessary.
• Coordinate with internal and external stakeholders to avoid scheduling conflicts and ensure smooth operations.
• Arrange all phases of travel for Producers; maintain records, itineraries, and travel credits.

• Lead weekly 1:1 meetings with Producer and applicable team members by preparing agenda inclusive of items to coordinate upcoming schedules, projects in progress, client request, prospect requests and other items as needed by the Producer.
• Maintain project tracking of key initiatives / project in progress and communicate status updates on a regular basis.
• Act as a point of contact between the Producer and internal / external stakeholders.
• Ensure clear and timely communication and manage any urgent requests or issues that arise.
• Professionally communicate and build relationships with internal / external stakeholders as an extension of the Producer brand.
• Draft, review and proofread high-quality communications including emails, memos, reports and presentations.
• Manage “Lockton Wins” announcements for Producer new business.

• Organize and support events by preparing agendas, coordinating attendance, vetting and securing vendors, curating marketing materials and supporting post-event follow up activities.
• Support conferences by completing registration, conducting prospect research, scheduling meetings, organizing travel / logistics, and curating any applicable marketing materials.
• Provide on-site support for the event as requested.
• Coordinate non-profit / board responsibilities as requested (i.e., agendas, RSVPs to meetings, etc.).

• Maintain client/prospect database and reports in Salesforce.
• Review accounts receivable on a monthly basis and coordinate with account teams on any receivables over 60 days.
• Responsible for accounting related activities such as receipt collection, expense report submission, credit card billing reconciliation, bill pay, taxes coordination and review of capital accounts and statements.
• Create and maintain files of correspondence and other records, processing files for dead storage, as necessary.
• Take a proactive approach to understanding client profiles, preferences and touchpoints.
• Prepare and/or review a variety of client correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation.
• Coordinate with Producer and associate teams to complete assignments / projects including RFPs, client renewal / pre-renewal documents, prospect presentations, etc.
• Support Producer marketing initiatives (i.e., Linked In, newsletters, etc.).
• Curate and coordinate logistics for client gifts, team appreciation outings and other touchpoints for internal / external stakeholders.

• Perform other work-related duties as assigned.

• Bachelor’s degree in a business-related program or equivalent education and/or experience preferred.
• A minimum of three to five years of previous administrative and/or sales support experience.
• Pr…