Executive Assistant

Location
Edison, NJ, United States
Date Posted January 26, 2021
Category Administrative
Job Type Direct Hire

Description

Our client is a world-class asset insurance, risk management, and benefit consulting agency that is rapidly growing. They provide value to over 40,000 clients by aligning their insurance needs across property, casualty, personal auto, homeowners and commercial insurance.

They are seeking a creative and collaborative Executive Assistant to provide one-on-one support to the CEO. The EA will serve as the primary point of contact on all matters pertaining to the CEO, be the liaison to senior management teams, organize & coordinate executive outreach and oversee special projects.

Roles and Responsibilities:

  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and senior leadership team
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

  • Bachelor's degree required
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
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