Job Summary

Reporting directly to the EVP of Sales and Marketing, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Sales & Marketing department. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will: have the ability to exercise good judgment in a professional manner when dealing with a variety of situations; possess strong administrative, organizational, and written and verbal communication skills; and maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities

• Complete a broad variety of administrative tasks for the EVP of Sales and Marketing 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.
• Plan, coordinate, and ensure the executives’ schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executives’ time and offices.
• Plan and manage logistics for agent trips and events.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the executives’ offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
• Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects, some of which may have organizational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
• Prioritize conflicting needs; handle matters expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressures.

Qualifications

Education: High School Diploma minimum requirement; Bachelor’s degree or equivalent education experience preferred.

Experience: Minimum of five (5) years of experience supporting executives (VP and above).

Skills: 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, and external partners. Expert level written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making. Must possess strong business-savvy skills in being able to prepare PowerPoint presentations for agents and external parties.

Your Environment (Text Only)

Schedule: 8:30-5:30, Monday-Friday. #LI-Onsite   Working Conditions: Normal business office environment. Must be able to remain in a stationary position for periods of time while constantly operating a computer and or other office productivity machinery such as a calculator or telephone. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery or communicate with coworkers. The employee must occasionally lift and / or move up to 10 pounds. Ability to be available after normal work hours for calls and emails.   Travel: Minimal.   ADA: The above statements cover what are generally believed to be the principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of job duties.   American Integrity Insurance Group is an Equal Opportunity Employer.