Senior Executive Assistant I

Job Summary:

Become an essential part of this Global Underwriting Team where you’ll have the opportunity to work in a fast-paced organization directly supporting the President of Underwriting! In this role, you’ll provide administrative support by managing executive calendars, preparing materials for meetings, triaging communications, coordinating and optimizing executive travel plans, and help keep executives focused and on schedule. You’ll have the ability to make decisions with minimal direction and provide recommendations to executives by looking at the bigger picture.

Responsibilities:

• Identifies the preferred method of support for assigned executives and appropriately accommodates working style. Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
• Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts. Keeps executives informed of changes and helps to keep them on schedule.
• Triages and responds to various forms of communications based on executive needs and preferences. Coordinates responses to requests for information, surveys, etc.
• Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials. May attend meetings on the executive’s behalf and liaise with external partners.
• Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses.
• Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on-sites/off-sites, team gatherings, etc.) whether virtual or in-person. Assists with event planning.
• Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
• Learns and keeps informed of new tools and technologies to further executive productivity. Identifies and communicates useful functionality and assists with troubleshooting.
• Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc.

• Solid knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs, being resourceful and proactive.
• Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
• Strong ability to read complex settings and respond to challenging people and/or circumstances with diplomacy and tact.
• Competencies typically acquired through an associate`s degree (or equivalent) and 6 to 8 years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the management level.

This is a hybrid role. The selected candidate must live within a commutable distance to the New York, NY office and have the ability to come into the office three days/week. The schedule will vary depending on executive schedule.