Executive Assistant

Executive Assistant to the President & CEO

Insurance

NYC-Midtown-On-Site

$65,000-70,000 Base + Bonus

Minimum 2 years of Administrative Assistant Experience!

Position Summary

A growing insurance firm is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the President & CEO. This role is responsible for managing a demanding calendar, coordinating frequent travel, scheduling appointments and meetings, preparing reports, and supporting special projects.

The ideal candidate has at least 23 years of executive-support experience, excellent judgment, strong communication skills, and advanced proficiency in Microsoft Excel and Microsoft Office. This position requires discretion, flexibility, resourcefulness, and the ability to anticipate the CEOs needs in a fast-paced environment.

Key Responsibilities

• Manage the President & CEOs complex calendar, including meetings, appointments, calls, deadlines, and personal commitments as needed.
• Coordinate frequent domestic and international travel, including flights, hotels, ground transportation, itineraries, and last-minute changes.
• Schedule and confirm internal and external meetings with clients, carriers, vendors, and business partners.
• Prepare detailed travel itineraries and ensure the CEO has all necessary documents and information.
• Monitor priorities, provide reminders, and proactively resolve scheduling conflicts.
• Draft, edit, and format correspondence, presentations, reports, spreadsheets, and other business documents.
• Create and maintain Excel reports, trackers, analyses, and project-management tools.
• Support special projects by researching information, organizing materials, monitoring deadlines, and following up with stakeholders.
• Prepare meeting agendas, take notes, document action items, and track follow-up assignments.
• Screen and prioritize emails, calls, requests, and other communications.
• Organize and maintain confidential electronic and paper records.
• Prepare and reconcile expense reports, invoices, and travel-related documentation.
• Coordinate company events, leadership meetings, and client appointments as needed.
• Serve as a professional point of contact for employees, clients, vendors, and other stakeholders.
• Handle confidential and sensitive information with the highest level of discretion.
• Perform additional administrative and project-based duties as assigned.

Qualifications

• Minimum of 23 years of experience supporting a senior executive, business owner, president, or CEO .
• Advanced proficiency in Microsoft Excel, including formulas, sorting and filtering, charts, formatting, and data tracking.
• Strong proficiency in Microsoft Outlook, Word, PowerPoint, and Teams.
• Demonstrated experience managing complex calendars and frequent travel arrangements.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and problem-solving abilities.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and adapt quickly to changing schedules.
• Sound judgment and a high degree of professionalism, confidentiality, and discretion.
• Ability to work independently, anticipate needs, and take initiative.
• Experience in insurance or financial services is preferred but not required.
• High school diploma or equivalent required; associates or bachelors degree preferred.