Executive Administrator

SUMMARY:

The Executive Administrator position provides administrative support to executive officers to achieve and maintain agency, budget, and productivity goals. Executive Administrator responsibilities will include, but are not limited to, project management, administrative support, coordinating and planning conferences and industry-specific agency board/executive meetings, analytical review of company reports and data sets, and other related administrative functions.

ESSENTIAL FUNCTIONS:

• Provide general administrative support for the executive management team including, but not limited to, greeting guests and handling telephone communications efficiently
• Coordinate with Executive admin staff to Open, sort, stamp, and distribute daily corporate mail; create and maintain corporate files; maintain corporate supplies and forms
• Provide support for the executive management team including, but not limited to:
  • Project management including but not limited to remodeling, relocations, and strategy transitions
  • Prepare letters and other correspondence, reports, memos, memoranda meeting minutes, and presentations.
  • Coordinate executive management transient business travel arrangements
  • Maintain and schedule executive management calendars
  • Greeting guests and handling telephone communications in an efficient manner
  • Record and forward accurate verbal or written messages
  • Anticipate, coordinate, and order catering
  • Serve as fully functional backup for additional Executive Administrator and Executive Administrator - Finance
• In conjunction with Executive Admin staff, plan, coordinate, and implement seminars, meetings, and conferences including but not limited to, researching venues, site visits, scheduling catering and coordination with other hosts and budget planning, as well as preparation of pre-conference work (sending emails, confirming attendance, registration, app development, etc.) and disseminating seminar, meeting and conference information/materials for agency staff, both on and off-premises, as required
• Plan, produce and direct virtual meetings on various platforms
• In conjunction with the Executive Admin staff, coordinate special event planning (Holiday Dinner, Board of Director’s meetings, etc.)
• Participate in merger and acquisition planning including, but not limited to, pro-forma input and analysis support, due diligence team coordination and scheduling, and post-transition onboarding coordination
• Coordinate with stakeholders regarding Key Performance Indicator (KPI) report preparation and analysis, as well as other Excel and PowerPoint projects/slides, as needed
• Perform all actions relating to the public, customers, and companies in a manner that will avoid issues involving potential errors and omissions
• Participate in seminars and other training for knowledge and skill development

ADDITIONAL RESPONSIBILITIES:

This job description is intended to describe the level of work required of the person performing the position. Essential functions are outlined; however, other duties may be assigned, as needs arise, or as required to support the essential functions. Specific performance objectives may be developed each year to measure the performance of the tasks and functions listed in this job description.

Telecommuting opportunities vary by location, department and business need and are subject to change, as needed. Each manager will provide details on any telecommuting opportunities, as well as scheduling, within their department. 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent PC skills, with advanced knowledge of MS Office Word, Excel, Outlook, Teams, and Power Point
• Proven experience managing multiple calendars and planning/managing executive meetings and events
• Resourceful ad adaptable, with the ability to independently determine what business requests, circumstances, issues, communications, and/or decisions require attention
• Ability to understand and adapt to business needs
• High level of personal integrity, professional image, and demeanor
• Highly organized with the ability to manage multiple projects simultaneously and meet deadlines
• Must be creative and analytical, with a strong attention to detail
• Minimum typing/word processing skills of 50 words per minute
• Ability to work within a fast-paced, changing priority environment
• Ability to be flexible, professional and manage a diversified workload
• Self-motivated, with the initiative to prioritize and be self-directed
• Regular and punctual attendance is required
• Ability to communicate effectively, both verbally, and in writing, and across all levels
• Excellent interpersonal skills, with the ability to interact effectively with clients, colleagues, and managers, across all levels
• Ability to promote, and maintain a team environment, willing to find accommodating solutions for our customers, companies, and the Agency
• Ability to successfully adhere to company policies and procedures, as well as maintain strict confidentiality

QUALIFICATIONS:

• 3–5 Years of Corporate/Executive administrative experience preferred
• A bachelor’s degree in a business administration field preferred
• The professional administrative designation is desirable
• Insurance knowledge is desirable

WORKING CONDITIONS AND REASONABLE ACCOMMODATIONS:

• Fast-paced, multi-tasking, office environment with periodic high disruption and changing priorities
• Ability to perform approximately 80% sedentary work, exerting up to 10 pounds of force occasionally, and negligible force frequently
• Ability to lift up to 20 pounds occasionally
• Requires operation of a computer workstation, including keyboard and video display
• All requirements may be modified to reasonably accommodate physical or mental impairment

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