Executive Assistant

Job Description

Executive Assistant

Summary

Axonic Insurance is seeking a highly professional, proactive Executive Assistant to provide dedicated support to a member of the C-suite in our New York City office. This individual will serve as a trusted partner and extension of the executive, owning complex scheduling, coordinating priorities, and driving projects and follow-up to completion in a fast-paced, confidential environment.

The ideal candidate is polished, poised, highly organized, and resourceful, with the judgment and discretion to manage competing priorities independently. This role requires someone who anticipates needs, maintains visibility across key business and leadership priorities, pivots seamlessly as priorities shift, and protects the executive’s time so that attention remains focused on the highest-priority matters. Above all, this person ensures nothing falls through the cracks while continuously improving how the executive office operates.

Key Responsibilities

Calendar & Scheduling

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• Own a complex and evolving calendar, including internal meetings, executive and committee meetings, external partner meetings, and broader leadership obligations.
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• Coordinate scheduling across senior leadership, internal teams, external partners, and other key stakeholders, resolving conflicts and competing requests independently.
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• Assess and prioritize incoming meeting requests, determining what warrants the executive’s time and proposing alternatives where appropriate.
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• Build a calendar that reflects real priorities by protecting focus time during deadline-heavy periods, allowing adequate preparation and transition time, and proactively restructuring the schedule as business needs change.
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• Prepare the executive for meetings by organizing agendas, materials, background information, and key discussion points in advance.
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• Attend high-level meetings as needed; capture detailed notes, track deliverables, and follow through on action items.
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• Coordinate domestic and international travel, detailed itineraries, expense tracking, and post-travel reconciliation.
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• Support the planning and coordination of executive offsite meetings, conferences, and events.
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Projects & Leadership Coordination

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• Take ownership of ad hoc projects and cross-functional initiatives from initial request through completion, often with limited direction and shifting parameters.
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• Maintain visibility across key business and leadership priorities, proactively tracking commitments, dependencies, deadlines, and follow-up across the executive’s leadership team.
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• Help coordinate recurring leadership rhythms, including meetings, planning sessions, deliverables, and follow-up across the executive’s areas of responsibility.
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• Independently navigate the organization to gather information, secure inputs, and remove obstacles without escalating routine roadblocks.
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• Drive initiatives and action items to completion through strong follow-up and disciplined deadline management.
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• Build presentations, decks, summaries, and supporting materials for executives.
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• Conduct research and assemble background information, comparisons, and briefing materials on short notice.
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• Use sound judgment to determine which matters require the executive’s direct input, which should be escalated with context and recommended next steps, and which can be handled independently.
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• Identify opportunities to streamline workflows and implement process improvements that strengthen executive office efficiency.
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Communication & Coordination

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• Serve as a trusted liaison between the executive and internal teams, external partners, and other key stakeholders.
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• Draft and edit communications, correspondence, and materials on behalf of the executive.
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• Maintain close communication with the executive on high-priority matters and ensure alignment on next steps.
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• Facilitate consistent follow-up so that requests, commitments, and decisions move forward efficiently.
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Organization & Operational Excellence

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• Develop and maintain clear trackers and organized views of active projects, priorities, deadlines, and deliverables; proactively identify stalled items and bring them forward for attention.
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• Track key deadlines, reporting requirements, documentation, and recurring deliverables to ensure timely completion.
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• Prepare, organize, and maintain reports, presentations, committee materials, and other confidential documentation.
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• Maintain structured and accessible digital filing systems.
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• Demonstrate exceptional attention to detail across all outputs and interactions.
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Professionalism & Discretion

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• Handle confidential and sensitive financial, personnel, and corporate information with the highest level of integrity and discretion.
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• Represent the executive and the organization with professionalism, composure, and executive presence.
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• Exercise sound judgment in high-stakes and time-sensitive situations.
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• Build effective working relationships with C-suite executives, senior leaders, external partners, and other key stakeholders.
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Qualifications

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• Bachelor’s degree preferred.
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• 5+ years of executive support experience in a fast-paced corporate environment, including experience supporting a C-suite executive.
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• Experience in insurance, financial services, asset management, investment management, banking, or related industries preferred but not required.
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• Proven ability to manage a demanding executive calendar and resolve complex scheduling conflicts independently.
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• Track record of owning projects from start to finish, including work that arrives without clear scope or precedent.
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• Exceptional organizational, prioritization, and follow-through skills, with the ability to manage multiple priorities independently.
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• Strong judgment and problem-solving skills, including the ability to assess urgency, anticipate needs, and move work forward without requiring detailed direction.
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• Excellent written and verbal communication skills, with the ability to draft polished executive-level correspondence and materials.
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• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, as well as collaboration platforms such as Teams and Zoom.
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• Ability to build trusted relationships and interact confidently and professionally with C-suite executives, senior leaders, external partners, and visitors.
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• High degree of discretion and integrity, with demonstrated composure in a fast-paced, high-accountability environment.
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• Proactive, solutions-oriented mindset with the ability to operate independently in a growth-oriented organization.
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• Flexibility to adapt quickly to changing priorities while maintaining accuracy, organization, and attention to detail.
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• Notary Public commission preferred; if not currently commissioned, willingness to obtain within the first three months of employment.
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Work Environment

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• Daily interaction with C-suite executives and senior personnel.
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• Fast-paced, high-accountability environment requiring flexibility, discretion, and professionalism.
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• Professional presence and business-appropriate attire expected given the executive-facing and visitor-facing nature of the role.
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