Executive Assistant

Executive Assistant

ANV Insurance is seeking an Executive Assistant to support our CFO and COO, performing a wide range of administrative and executive support to ensure the efficient operation of the organization.

Responsibilities

• Coordinate International and Domestic Travel and manage busy and complex schedules.
• Handle/Manage all logistics of travel: car pick-up, lodging, flights, meetings, dining reservations
• Prepare monthly expense reports
• Register Executive and Direct Reports for conferences
• PowerPoint, Excel, and Word proficiency
• Strong Organizational aptitude
• Manage all onboarding and new hire setup.
• High volume phone coverage and email screening. Set up and clean-up up conference rooms before and after meetings. (For F&B and A.V. requirements, must coordinate with proper channels in advance.)
• Preparation (printing, scanning, copying, binding) of meeting
• Ad hoc research and clerical projects and assorted administrative tasks
• Perform general clerical duties, including photocopying, printing, scanning, filing, faxing, and mailing
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors
• Prepare agendas for meetings and prepare schedules (Prepare binders for conference events)
• Assist with incoming mail process as needed
• Periodic expense report reviews
• Periodic Excel worksheets as they are assigned
• Daily briefings, go over highlights for each day
• End of the day briefing – follow-up (checklist on projects and tasks, status update)
• Book personal appointments: I.E., Doctor/Dentist/Check-Up
• Run errands when needed
• Must be very familiar with Microsoft Teams/ Outlook Calendar
• Assist Direct Reports when needed
• Office Maintenance by filing and organizing reports and sensitive materials by placing them in proper binders and folders.
• Greet incoming clients/guests. Then, escort them to designated conference rooms.
• Arrange dining reservations when needed.
• Confirm all appointments for the following day.
• Launch all virtual meetings, be the facilitator (admitting all attendees to the meeting).

Qualifications

• Must have extended experience working in a corporate environment
• Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, databases, and presentation software (MSWord, Excel, Access, PowerPoint)
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be very consistent
• Must be very professional with every interaction: emails, phone, in-person with both internal and external guests) especially clients.
• Must adhere to office dress code and appearance.

Education/Training/Experience

Bachelor's Degree; three or years of experience in a financial, insurance, or similar corporate environment; or equivalent combination of education and experience.