Job Description

We are in search of a diligent and seasoned Executive Assistant to support the President of our thriving insurance agency. This role is crucial for the smooth operation of our executive office, by not only handling traditional administrative tasks but also by managing the email communication effectively. We are looking for an individual who possesses outstanding organizational skills, has significant experience in executive support, and maintains a positive demeanor in a fast-paced environment.

Benefits

Responsibilities

Calendar and Schedule Management: Expertly manage the President's calendar, including scheduling appointments, meetings, and organizing travel arrangements with attention to detail and efficiency.

Email Management: Proactively manage the President's email inbox, prioritize incoming messages, draft responses when appropriate, and ensure timely communication flow.

Communication Liaison: Act as the primary point of contact for the President, handling all forms of communication with discretion and professionalism, including phone calls, correspondence, and direct inquiries.

Document and Report Preparation: Draft, review, and refine documents such as emails, reports, presentations, and other critical correspondence. Ensure the accessibility and systematic organization of important files and documents.

Meeting and Event Coordination: Coordinate the logistics of meetings and events, including preparatory material, technology setup for virtual meetings, and providing summaries and action items post-meeting.

Task and Project Coordination: Assist in overseeing projects by facilitating communication among departments, tracking progress, and contributing to the timely achievement of milestones.

Administrative Duties: Perform a variety of administrative tasks including managing expenses, organizing office supplies, and ensuring the office environment runs smoothly and efficiently.

Requirements

Experience: A minimum of 3 years of experience in an Executive Assistant role, preferably within the insurance industry or a related field.

Organizational Excellence: Exceptional organizational and multitasking skills, with a proven ability to prioritize and execute tasks in a high-pressure environment.

Communication Mastery: Superior written and verbal communication skills, with proficiency in managing professional correspondence and creating presentations.

Tech-Savvy: Advanced proficiency in MS Office Suite, particularly Outlook for email management, and familiarity with industry-standard communication tools.

Positive and Proactive Attitude: Demonstrates a positive, can-do attitude with strong problem-solving abilities and a diplomatic approach to handling challenges.

Education: Bachelor’s degree in Business Administration, Communication, or a related field preferred. Relevant certifications in executive assistance or office management will be considered an asset.