Overview
Summary
The Executive Administrator - Finance position provides administrative support to executive officers to achieve and maintain the strategic goals of the company, including agency financial stability and growth, investment (M&A), colleague development, innovations, business development, company vision, and communication and productivity goals. Responsibilities include project management, administrative support, and coordinating and planning conferences and industry-specific agency board/executive meetings, creation, maintenance and analytical review of company reports and data sets (as delegated), and other related administrative functions. Responsibilities
Provide general administrative support for the executive management team, including greeting guests and handling written and telephone communications effectively and professionally. Coordinate with Executive admin staff to open, sort, stamp, and distribute daily corporate mail; create and maintain corporate files; maintain corporate supplies and forms as directed. Provide support for the executive management team, including, but not limited to: Project management, including facility remodeling, relocations, and other strategic transitions, ERM, and Fleet Prepare letters and other correspondence, reports, memos, memoranda, meeting minutes, and presentations, including presentations with limited executive involvement Prepare and maintain support for executive recurring meetings (agendas, PowerPoint presentations, spreadsheets, etc.) Coordinate assigned executive management\'s transient business travel arrangements Maintain and schedule assigned executive management calendars Greeting guests and handling telephone communications efficiently Record and forward accurate verbal or written messages Anticipate, coordinate, and order catering Data collection and analytics for executive projects Coordinate acquisition due diligence; act as liaison between Executive and other corporate leadership regarding acquisition DD and onboarding activities Act as liaison between Executive and Data/Innovation Teams to generate needed reports out of Power BI Serve as backup for Sr. Executive Administrator and Executive Administrator for in-office tasks, as needed Plan and implement seminars, meetings, and conferences, including disseminating seminar, meeting and conference information/materials for agency staff, both on and off premises Possess an innovative mindset to utilize INSURICA chat or other AI tools to assist with deliverables Plan, produce, and direct virtual meetings on various platforms Collaborate with team members regarding special event planning (Holiday Dinner, Board of Directors’ meetings, etc.) Participate in merger and acquisition program, including pro-forma input and analysis support, due diligence team coordination and scheduling, and post-transition onboarding coordination Maintain accurate and up-to-date financial records Effective management of CFO/COO expense reports and reimbursement Attend required CFO/COO meetings, recording effective notes and following up on action items Prepare financial reports, such as balance sheets and income statements Anticipate and forecast the needs of CFO/COO Complete special projects related to Corporate/Executive areas as assigned Assist with KPI report preparation and analysis 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 Information
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. Qualifications
Knowledge, Skills, and Abilities: Excellent PC skills, with advanced knowledge of MS Office, Word, Excel, Outlook, Teams and PowerPoint Proven experience managing multiple calendars and planning/managing executive meetings and events Resourceful and adaptable, with the ability to independently determine what business requests, circumstances, issues, communications, and/or decisions require attention Flexible, with the 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, analytical and highly organized, 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
Education and Experience: 3-5 years of corporate/executive administrative experience preferred A high school diploma or equivalent, and a college degree in a business field is preferred The professional administrative designation is desirable Insurance knowledge is desirable Working Conditions
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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Summary
The Executive Administrator - Finance position provides administrative support to executive officers to achieve and maintain the strategic goals of the company, including agency financial stability and growth, investment (M&A), colleague development, innovations, business development, company vision, and communication and productivity goals. Responsibilities include project management, administrative support, and coordinating and planning conferences and industry-specific agency board/executive meetings, creation, maintenance and analytical review of company reports and data sets (as delegated), and other related administrative functions. Responsibilities
Provide general administrative support for the executive management team, including greeting guests and handling written and telephone communications effectively and professionally. Coordinate with Executive admin staff to open, sort, stamp, and distribute daily corporate mail; create and maintain corporate files; maintain corporate supplies and forms as directed. Provide support for the executive management team, including, but not limited to: Project management, including facility remodeling, relocations, and other strategic transitions, ERM, and Fleet Prepare letters and other correspondence, reports, memos, memoranda, meeting minutes, and presentations, including presentations with limited executive involvement Prepare and maintain support for executive recurring meetings (agendas, PowerPoint presentations, spreadsheets, etc.) Coordinate assigned executive management\'s transient business travel arrangements Maintain and schedule assigned executive management calendars Greeting guests and handling telephone communications efficiently Record and forward accurate verbal or written messages Anticipate, coordinate, and order catering Data collection and analytics for executive projects Coordinate acquisition due diligence; act as liaison between Executive and other corporate leadership regarding acquisition DD and onboarding activities Act as liaison between Executive and Data/Innovation Teams to generate needed reports out of Power BI Serve as backup for Sr. Executive Administrator and Executive Administrator for in-office tasks, as needed Plan and implement seminars, meetings, and conferences, including disseminating seminar, meeting and conference information/materials for agency staff, both on and off premises Possess an innovative mindset to utilize INSURICA chat or other AI tools to assist with deliverables Plan, produce, and direct virtual meetings on various platforms Collaborate with team members regarding special event planning (Holiday Dinner, Board of Directors’ meetings, etc.) Participate in merger and acquisition program, including pro-forma input and analysis support, due diligence team coordination and scheduling, and post-transition onboarding coordination Maintain accurate and up-to-date financial records Effective management of CFO/COO expense reports and reimbursement Attend required CFO/COO meetings, recording effective notes and following up on action items Prepare financial reports, such as balance sheets and income statements Anticipate and forecast the needs of CFO/COO Complete special projects related to Corporate/Executive areas as assigned Assist with KPI report preparation and analysis 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 Information
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. Qualifications
Knowledge, Skills, and Abilities: Excellent PC skills, with advanced knowledge of MS Office, Word, Excel, Outlook, Teams and PowerPoint Proven experience managing multiple calendars and planning/managing executive meetings and events Resourceful and adaptable, with the ability to independently determine what business requests, circumstances, issues, communications, and/or decisions require attention Flexible, with the 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, analytical and highly organized, 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
Education and Experience: 3-5 years of corporate/executive administrative experience preferred A high school diploma or equivalent, and a college degree in a business field is preferred The professional administrative designation is desirable Insurance knowledge is desirable Working Conditions
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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