Executive Assistant -- Insurance, Admin & Finance

Job Description

Job Description

A Privately Held Firm is seeking a highly organized, discreet, and proactive Executive Assistant with experience supporting senior leaders in the insurance, financial services, investment, or professional-services sectors .

This is a high-impact role for someone who can manage complex priorities, protect executive time, maintain strict confidentiality, and bring order to a fast-moving business environment.

Responsibilities

• Provide direct executive support to the CEO and senior leadership team.
• Manage calendars, meeting preparation, travel, calls, and follow-up actions.
• Coordinate board, investor, lender, carrier, broker, legal, accounting, and vendor communications.
• Prepare professional correspondence, presentations, agendas, meeting notes, and briefing materials.
• Track key decisions, approvals, deadlines, contracts, and action items.
• Maintain confidential records, financial documents, insurance materials, and corporate files.
• Assist with budgeting, expense tracking, invoice processing, and document organization.
• Support insurance-related workflows, including carrier submissions, underwriting materials, licensing records, compliance documentation, claims-related correspondence, and vendor coordination.
• Help maintain project-management and reporting systems, including Airtable, Excel, and shared document repositories.
• Anticipate needs, identify bottlenecks, and ensure commitments are followed through to completion.

Qualifications

• 5+ years of executive-assistant, chief-of-staff support, executive operations, or comparable administrative experience.
• Prior experience in insurance, reinsurance, brokerage, MGA/program administration, captive insurance, banking, accounting, private equity, investment management, or financial services strongly preferred.
• Strong understanding of business and financial documentation, including budgets, invoices, contracts, engagement letters, and confidential reports.
• Excellent written communication, proofreading, and professional correspondence skills.
• Advanced proficiency with Microsoft Office or Google Workspace; strong Excel skills required.
• Experience with Airtable, CRM systems, project-management tools, and document-management platforms is a plus.
• Exceptional calendar management, prioritization, discretion, and attention to detail.
• Ability to work independently, handle competing deadlines, and remain composed in a high-accountability environment.

Preferred Attributes

• Comfortable working with senior executives, attorneys, accountants, insurers, brokers, investors, and outside advisers.
• Sound judgment with sensitive financial, legal, personnel, and insurance information.
• A practical, solutions-oriented approach and willingness to take ownership of follow-through.
• Familiarity with insurance terminology, underwriting, claims, compliance, or carrier relations.
• Experience supporting a founder, CEO, investment principal, or senior insurance executive.

Compensation and Work Arrangement

Compensation will be competitive and commensurate with experience. The role may be structured as full-time, with flexibility for the right candidate regarding location and work arrangement.

To Apply

Please submit:

• Resume
• Brief cover letter describing relevant insurance and finance experience
• Compensation expectations
• Availability to begin

Privately Held Firm is an equal-opportunity employer.