Executive Assistant

JOB SUMMARY

The Executive Assistant serves as a trusted partner to the CEO and executive leadership team of an insurance solutions software company. This role provides high-level administrative, organizational, and strategic support to maximize executive effectiveness, ensure seamless day-to-day operations, and represent the executive office and company with professionalism, discretion, and sound judgment. This role is office-based five days a week.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Proactively manage complex calendars by planning and coordinating meetings, conferences, and teleconferences; oversee meeting logistics including room reservations, setup, and catering
• Plan, coordinate and book domestic and international travel, including flight arrangements, ground transportation, hotel accommodations, and detailed itineraries
• Act as a gatekeeper for the executive office by reviewing, prioritizing, and responding to correspondence; drafting communications, reports, and presentations as needed
• Exercise independent judgment to establish daily priorities and ensure sensitive and confidential matters are handled with the highest level of discretion
• Serve as a primary point of contact for Board members, investors, shareholders, and internal/external stakeholders, both in person and via phone or email
• Support Board and executive meetings by preparing materials, recording meeting discussions, and maintaining organized records and historical references
• Develop and maintain efficient filing, document management, and retrieval systems
• Anticipate executive needs and proactively address issues before they arise, contributing to continuous improvement of executive office operations
• Occasional assistance with running short local errands, such as picking up lunch or office necessities

REQUIRED SKILLS & EXPERIENCE

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to create polished correspondence, reports, and presentations independently
• Exceptional written and verbal communication skills
• Strong executive presence with the ability to interact confidently and professionally with senior leaders and external stakeholders
• Highly organized with exceptional attention to detail and accuracy
• Proven ability to manage multiple priorities, meet deadlines, and remain flexible in a fast-paced, evolving environment
• Proactive, self-directed work style with strong problem-solving skills and sound judgment
• Demonstrates ability to handle sensitive information with discretion and confidentiality

EDUCATION & TRAINING

• Bachelor’s degree preferred; equivalent combination of education and experience will be considered
• 6 years of experience directly supporting C-level executives in a high-growth or fast-paced environment preferred
• Prior experience supporting a CEO and/or Board of Directors strongly preferred

Exzeo offers 100% employer-paid health, dental, vision, life, and disability insurance for employees, a flexible paid time off plan, a 401(k) match, and bonus potential.