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• Keeps and maintains historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.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.

#HCI2