Senior Executive Assistant

Senior Executive Assistant

Supporting the firm's Chief Underwriting Officer (CUO), the Senior Executive Assistant provides extensive, targeted management of day-to-day administrative needs for the executive leader, working closely with the leadership team and other senior management Executive Assistants. Additionally, this role coordinates broader administrative activities such as helping organize staff meetings, distributing group communications, and materials often under short notice. The role requires professional demeanor, impeccable judgement and interpersonal skills, flexibility and a high level of discretion and confidentiality.

Responsibilities:

• Be a trusted and highly reliable support to the CUO on the full spectrum of administrative responsibilities and provide some broader team support as appropriate.
• Interact in a professional manner with senior executives and team members, clients, brokers, and visitors, as a trusted and reliable support person for the executive and leadership team.
• Partner with administrative peers and other colleagues around the firm to provide a teamwork approach for executive coverage and follow-through.
• Extensive calendar management and meeting coordination using Microsoft Outlook.
• Focus on priorities and deadlines, reviewing them with manager with advanced notice and updating the manager on calendar changes, emails and attachments, or any important items.
• Handle all meeting logistics and preparation of meeting and conference materials ensuring the Executive Leader is prepared. Responsibilities may include, gathering necessary materials, conducting online research or providing briefings where necessary; take notes and follow up on action items when appropriate.
• Respond and prioritize inquiries, including communicating with direct reports on manager's behalf.
• Coordinate complex travel arrangements to include different time zones and prepare itineraries with point-to-point details adhering to company policies.
• Prepare and submit accurate and timely expenses reports using Concur.
• Draft and produce grammatically accurate documents and correspondence in Word, PowerPoint presentations, and Excel spreadsheets for internal and external use.
• Manage phones, transferring, conferencing and routing all business related calls in a discreet and professional manner.
• Coordinate meetings and strategic activities with leadership team; and assisting in the coordination of agendas for senior management team meetings, internally and externally.

Requirements:

• Minimum of seven (7) years of direct experience supporting senior executives, preferably in a large, multi-national environment.
• Bachelor's Degree or equivalent preferred, but not required.
• Proven discretion and demonstrated ability to assume autonomy and use independent judgement.
• Ability to anticipate problems in advance and proactively offer solutions.
• Advanced ability to prioritize tasks and work with minimal supervision in a fast-paced environment.
• Excellent organizational and time management skills.
• Dependable; proficient in multitasking and extremely detail oriented.
• Ability to provide support with a highly specialized knowledge of administration and clerical functions while maintaining confidentiality.
• Ability to adapt quickly, build and maintain relationships and engage people across the businesses.
• Technologically savvy with proficiency in Microsoft Office software including Word, PowerPoint, Excel.
• Working Knowledge of SAP, Concur, Ariba, SharePoint, Fieldglass.
• Exceptionally clear communicator with solid interpersonal skills.