Senior Executive Assistant

General Summary: The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities.

Essential Duties & Responsibilities:

• Provide Executive level administrative support including, but not limited to maintaining executive calendars, scheduling and prioritizing meetings and resolving schedule conflicts.
• Type correspondence, reports, compose memos, answer/screen telephone calls for the department.
• Coordinate and work with the Executive Staff to ensure smooth running of the Executive area, to include ensuring phone calls are promptly answered and directed appropriately, greeting guests, assisting and using judgment on day-to-day issues involving staff and the Executives
• Perform other administrative duties such as filing, photocopying, scanning, faxing and opening / distributing mail, and preparing federal express mail.
• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for Executive level review
• Serve as a liaison between executives, employees, clients, vendors, board members, and external business partners on a variety of day-to-day issues.
• Provide Executives with all relevant material for meetings in advance
• Organize meeting materials / agendas for President & COO in office binders by subject matter on a timely basis
• Act as liaison between Board Members and Executive Staff; schedule board meetings and communicate pertinent information, as needed
• Compile Board Books for distribution to board members for monthly meetings
• Complete Bio Affidavits for Board Members and other Senior Staff (periodically inquire for updates to bios; if so, update same for submission
• Submit Bio Affidavits to Third-Party Verification Company for review / approval / submission to NYS DFS
• Assist with Subscriber mailing to policyholders and proxy mailing, to include obtaining list of policyholders from IT, submit documents to Minuteman Press for printing, approvals, and mailing deadlines. Upon receipt of returned proxy cards to our offices, record and provide to the President and CEO precise count of votes to coincide with Annual Subscriber Meeting.
• Schedule and coordinate internal and external meetings, board meetings, committee meetings, and executive events to include catering as needed
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and reconciling expense reporting
• Act as point person for all printing requests, i.e., receive requests, obtain quotes from printing vendor, obtain Executive approval and place order with printing vendor and prepare payment
• Act as contact person for reserving, approving, and tracking the use of several conference rooms
• Work closely with Finance on coordinating and obtaining timely wire approvals by the Executive team to include obtaining signatures on priority documents. Submit a variety of check requests/payments to be made and approved in Beanworks once notified by Finance Department.
• Approve invoices in Sage / Quadient
• Manage and reconcile WB Mason book of business for all departments; notify staff when deliveries are made and collect proper paperwork
• Order office supplies for Executive area, including keeping the Executive Team and pantry area stocked; set up and display same daily
• Receive senior level requests for time off, present to Executive team for approval, and approve/deny requests in ADP. Reflect and keep up to date all time off on Executive team calendars for reference
• Receive notification of refund requests via OnBase; document information and provide to President / COO for his approval
• Act as contact person for EmPRO International to obtain signatures, etc. from Executive team
• Reconcile monthly TD Bank statements for CEO and President and prepare check request along with backup receipts and submit to Finance A/P
• Distribute weekly MPL newsletter via email to list of recipients
• Distribute monthly Medical Liability Monitor via email to list of recipients
• Assist with onboarding activities and logistics for executive-level hires
• Occasionally attend meetings as requested by executive leadership to provide administrative and operational insight, offer recommendations, and support effective communication and coordination across the organization
• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information, while maintaining the highest level of discretion and professionalism
• Other duties as assigned

Education & Qualifications:

• Bachelor's degree preferred; equivalent combination of education and experience will be considered, Minimum 4 – 6 years’ experience supporting multiple executives simultaneously in a fast-paced environment is required
• Accurate typing at 40 wpm
• Intermediate to advanced knowledge of Microsoft Word and Outlook; Intermediate knowledge of Excel and PowerPoint strongly preferred
• Extensive experience managing complex executive calendars, including coordinating and prioritizing meetings and resolving scheduling conflicts
• Proficient in the use of Microsoft Teams and other virtual meeting platforms (i.e. Zoom, Webex) to schedule meetings, prepare meeting logistics, manage invites and troubleshoot basic technical issues
• Exceptional business writing skills; ability to draft professional correspondence on behalf of senior executives
• Demonstrate a high level of discretion by handling sensitive information with care and interacting with individuals in a professional, confidential and diplomatic manner.
• Ability to work independently and anticipate executive needs.
• Possess strong problem-solving skills and be able to work calmly under pressure and handle the day-to-day challenges of a dynamic office environment
• Ability to maintain a cooperative, courteous, and professional relationship while speaking with other departments, employees, management and insureds; ability to communicate effectively with diplomacy and professionalism
• Must be detail-oriented, possess strong time management skills and be able to organize and prioritize effectively
• Ability to remain stationary for extended periods while working at a computer
• Ability to occasionally lift and move office materials weighing up to 10 pounds
• Must be able to work onsite, Monday – Friday from 9:00 am to 5:00 pm and have the flexibility to work additional hours as needed to support business demands and executive schedules.

The actual compensation will be determined by experience and other factors permitted by law.