Senior Executive Assistant

Job Description

The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities.

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Onsite in Roslyn, NY

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Monday – Friday, 9:00 AM – 5:00 PM, with flexibility to work additional hours as needed to support business demands and executive schedules.

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Essential Duties & Responsibilities

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Executive Support & Calendar Management

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• Provide high-level administrative support, including maintaining executive calendars, scheduling and prioritizing meetings, and resolving schedule conflicts.
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• Organize meeting materials and agendas for senior leadership in subject-matter binders on a timely basis.
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• Provide executives with all relevant materials in advance of scheduled meetings.
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• Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and expense reconciliation.
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• Receive executive-level time-off requests, present them for approval, update executive calendars, and process them in the HR management system.
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Communication & Liaison

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• Type correspondence, compose memos, draft reports, and answer/screen telephone calls for the department.
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• Serve as a primary liaison between executives, employees, clients, vendors, board members, and external business partners on day-to-day issues.
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• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for executive review.
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• Distribute weekly and monthly industry newsletters via email to designated recipient lists.
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• Maintain cooperative, diplomatic, and professional communication with internal departments, external stakeholders, and insureds/policyholders.
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Board & Senior Leadership Coordination

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• Act as the primary liaison between Board Members and executive staff; schedule board meetings and communicate pertinent information as needed.
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• Compile and distribute Board Books for monthly meetings.
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• Complete and update Bio Affidavits for Board Members and senior staff, submitting required documentation for regulatory review, approval, and compliance.
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• Occasionally attend meetings at the request of executive leadership to offer administrative insight, recommendations, and operational support.
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Office & Financial Operations

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• Coordinate with executive staff to ensure smooth daily operations in the executive suite (greeting guests, managing incoming calls, and using judgment on day-to-day staff issues).
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• Reserve, approve, and track the use of several shared conference rooms.
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• Manage general administrative tasks: filing, photocopying, scanning, faxing, and handling incoming/outgoing mail and express packages.
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• Coordinate with Finance to obtain timely wire transfer approvals and signatures on priority documents; process and submit check requests and invoice approvals through accounting software.
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• Reconcile monthly corporate credit card statements for senior leadership, preparing check requests alongside supporting receipts.
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• Coordinate policyholder and proxy mailings, including retrieving lists from IT, managing third-party printing approvals and deadlines, and tabulating/reporting proxy vote counts for annual meetings.
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• Manage office supply inventory for the executive area and pantry, ensuring spaces are stocked and prepared daily.
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• Act as point person for company printing requests (obtaining quotes, securing executive approval, placing orders, and processing vendor payments).
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• Assist with onboarding activities and logistics for incoming executive-level hires.
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• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information with complete discretion.
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Education & Qualifications

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• Education & Experience:
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• Bachelor’s degree preferred (an equivalent combination of education and experience will be considered).
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• Minimum of 4–6 years of experience supporting multiple executives simultaneously in a fast-paced environment required.
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Technical Skills:

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• Accurate typing speed of at least 40 wpm.
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• Intermediate to advanced proficiency in Microsoft Word and Outlook; intermediate proficiency in Excel and PowerPoint strongly preferred.
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• Proficient with virtual meeting platforms (e.g., Microsoft Teams, Zoom, Webex) to schedule meetings, manage logistics, and troubleshoot basic technical issues.
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• Professional Competencies:
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• Extensive experience managing complex executive calendars, prioritizing competing demands, and resolving scheduling conflicts.
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• Exceptional business writing skills with the ability to draft professional correspondence on behalf of senior leaders.
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• High level of discretion, diplomacy, and emotional intelligence when handling confidential information.
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• Strong problem-solving skills; ability to work independently, anticipate executive needs, and remain calm under pressure.
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• Outstanding detail orientation, time management, and organizational skills.
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