Executive Administrative Assistant

Job Summary

Experienced, ultra-professional Executive Assistant needed to fully support the executive staff of a growing insurance company by providing world-class service to enhance the effectiveness of these executives as well as representing them and the company in a professional manner.

Essential Functions

• Maintains appointment calendar and schedule by planning and scheduling meetings, conferences, and teleconferences. Coordinates meeting preparation with room reservations, set-up, and catering.
• Books travel, confirms itineraries, and arranges ground transportation and hotel accommodations.
• Conserves executive's time by reading, editing, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Establishes daily priorities and ensures that matters of sensitivity are carried out with absolute discretion and confidentiality.
• Welcomes Board members, shareholders, investors, and other guests and by greeting them, in person or on the telephone; answering or directing inquiries.
• Keeps and maintains historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains records of and coordinates responses to inquiries/requests for information/complaints from various state departments of insurance and other governmental and regulatory bodies. Provides interface and coordination with carriers regarding responses to inquiries.
• Maintains corporate documents and filings, assists in routine filings and communicates as necessary with regulatory organizations.
• Assists with review of Expense Reimbursements
• Other functions as requested
  
  

Required Skills & Experience

• 4 years directly supporting C-level executives in a support capacity preferred.
• 2 years’ experience as a Legal Assistant providing administrative and legal support to lawyers by drafting documents, organizing case files, scheduling, and assisting with trial preparation preferred.
• Property insurance defense and litigation experience preferred.
• Must have expert-level skills in MS Outlook, Word, Excel, and PowerPoint with the ability to create correspondence, reports, and presentations from inception.
• Exceptional written and verbal communication skills.
• Professional appearance and demeanor at all times.
• Strong interpersonal skills.
• Strong attention to details and accuracy.
• Able to prioritize tasks and meet deadlines.
• Independent and proactive approach to work; anticipates future needs and takes action accordingly.
• Strong problem solver, looking to find innovative solutions as needed.
• Flexible in a fast-paced, ever-changing environment.
  
  

EDUCATION & TRAINING

• Bachelor's degree is highly preferred. Associate’s degree required.
  
  

LICENSES OR CERTIFICATIONS

• None
  
  

WORKING LOCATION

Work is located at HCI Headquarters 5 days a week during established business hours. Additionally, employee may be asked to report to other locations for project requirements, team meetings, or other organizational needs.

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