What are the responsibilities and job description for the Executive Assistant to CEO position at NSM Insurance Group, LLC?
Overview
NSM Insurance Group is a global specialty insurance provider with more than $1.3 billion in premium across 25 specialty insurance programs and brands around the world. Named a Philadelphia Inquirer Top Workplace based on employee feedback, the company has been exclusively focused on building successful insurance programs since 1990 and continually seeks new opportunities to grow and expand through strategic mergers and acquisitions.
Relationships are paramount at NSM because we know that’s what drives mutual, long-term success. We maintain an entrepreneurial spirit and startup mindset within an established organization that continues to redefine what specialty insurance means and how it impacts everyday lives. Employees are given endless opportunities to expand their interests and skillsets, push breakthrough ideas, and take risks. Our open, supportive environment gives employees the confidence to take ownership of their work as if the business was their own.
At NSM, we Build Success every day for our people, carrier partners, agents and insureds — because we know our success is built on yours. www.nsminc.com
As the Executive Assistant to the CEO and broader executive team, you will play a pivotal role in supporting our executive team to ensure efficiency and productivity across the organization. You will serve as the primary point of contact managing communication, scheduling, and logistics to enable the CEO and executive team to focus on strategic initiatives.
**This is a hybrid opportunity, about 3 days onsite in the Conshohocken, PA office**
Responsibilities
- Manage the CEO's schedule, coordinate meetings, appointments, and travel arrangements:
- Screen and prioritize emails, phone calls, and other correspondence for the CEO. Respond on behalf of the CEO or intervene to keep items moving forward as necessary.
- Manage all administrative tasks for the CEO including, payment portals, industry membership renewals, and other tasks upon request.
- Organize and schedule internal/external meetings, send reminders, order food and setup/take down, prepare materials & distribute to all parties in advance.
- Attend meetings, take minutes, draft agendas, & assign action/follow-up items.
- Provide administrative support to the broader executive team:
- Monitor heavy and fluctuating calendar.
- Manage travel arrangements as needed.
- Prepare letters/PowerPoint presentations, take notes for action items, and hold the executive team accountable.
- Owner of company contracts and management of contracts, leases, etc.
- Primary administrator for company travel vendor (AmEx Travel).
- Willingness to take initiative and ownership of projects, as needed.
- Work in tandem with Office Manager as a team to support the overall executive team/office for planning and communication. Provide coverage for Office Manager as needed.
- Handle confidential information with discretion and professionalism.
- Occasional travel to other office locations, as needed (~25%).
Qualifications
- 2-4 years’ progressive administrative experience, with at least 2 years or more supporting C-Suite executive(s).
- Bachelor’s Degree preferred.
- Licensed notary, preferred.
- Experience booking travel, handling high volume administrative tasks, and juggling several priorities.
- Highly proficient in Microsoft Suite. Workday/AmEx Travel experience, preferred.
- Proactive and self-motivated. Ability to work independently.
- Ability to thrive in a fast-paced, high-pressure environment.
- Ability to lead and handle tasks without direct authority and oversight.
- Proven ability to work closely with senior leaders.
- Extremely organized and detail oriented.
- Strong verbal and written communication skills.
- Desire to help with all tasks whenever needed – team player mentality.