Executive Assistant

Job Description

Who We Are:

At PEMCO, we're all about people - our customers, our employees, and the community. We're a mutual insurance company owned by our Northwest policyholders. We provide auto, home, renters, and boat coverage. Recognized by Forbes as one of America's Best Insurance Companies in both Auto and Home for 2025, based on customer survey feedback, and by Newsweek as one of America's Greatest Midsize Workplaces 2025. We are consistently recognized for our outstanding customer service, employee expertise, community partnerships, and social impact programs. All of which makes PEMCO a great place to work!

Our social impact programs motivate high achievement by youth in education; build stronger and greener communities; and increase safety at home, on the road, and at play. We're committed to diversity, equity, inclusion, and belonging, and to fostering an inspiring and inclusive workplace. These efforts create and cultivate an environment that builds fairness and understanding, encourages collaboration and flexibility, and celebrates all the ways in which we're different and the same - enabling all individuals to achieve their full potential.

Why We Need You:

PEMCO is seeking an Executive Assistant to join our community. The Executive Assistant provides high level administrative, operational, and strategic support to assigned executives, directors and senior leaders, enabling them to focus on organizational priorities and decision making. This role manages complex calendars, coordinates cross functional communications, prepares executive level materials, and oversees logistics for meetings, projects, and initiatives. The Executive Assistant serves as a trusted partner and organizational enabler-anticipating needs, solving problems proactively, and ensuring the leader's time and attention are aligned to the highest value activities.

What You'll Be Doing:

• Provide comprehensive administrative support for assigned executives, directors and senior leaders including: providing extensive and proactive calendaring and inbox triage; composing documents, reports, presentations, and complex written correspondence as needed; project coordination; facilitating meeting and event planning and coordination; making travel arrangements; processing expense reconciliation and reporting; managing logistics for meetings, and other clerical duties and operational requests as required.
• Ability to handle high-volume of competing requests from 7 executives and ad hoc support to 20 senior leaders
• Proactively coordinate executive dynamic and complex calendars, scheduling appointments balancing priorities, internal meeting and external engagements
• Exercise considerable organizational judgment and discretion in handling requests for time with executives and directors
• Ability to coordinate and provide onsite support for events such as Monthly Executive Business Reviews, Quarterly Performance Reviews, Quarterly Executive Advances and Annual Insurance Industry Day
• Ability to coordinate and provide logistical onsite support of approximately 10 ad hoc requests per month for onsite team events
  Prepare and manage travel, including detailed itineraries, accommodations, venues, and contingency planning, ensuring all parties are informed and kept abreast of changes
• Negotiate corporate travel and venue rates and order support materials for corporate events
• Proactively establish and maintain a highly organized information system for correspondence and other records
• Independently conduct research and collect background material and data for reports, plans, and correspondence as needed
• Anticipate needs and ensure the executive team has background information and resources needed to handle issues and to be prepared for internal/external meetings; manage agendas, timelines, and workflow as requested.
• Support and coordinate special projects related to department and company goals, civic organizations, , committees, fund raising, and/or social functions.
  Represent executive(s) in interactions both internally and externally; liaise between executives, department leadership, employees, and the community at large.
• Understand business priorities and proactively look for ways to improve processes to create efficiency and scale for the company leadership team.
  Maintain understanding of the bigger picture while ensuring seamless delivery of detailed and complex administrative support.
  Handle confidential information with critical thinking, sound judgment, discretion, and diplomacy.
• Conduct research, compile data, create spreadsheets, etc. in support of executive and director work.
  May supervise a support assistant
• Demonstrate behaviors consistent with PEMCO's policies, values, code of ethics and business conduct.
• Authentically support the PEMCO Brand and constantly are on the lookout for top talent to join us to achieve our Mission to Worry Less and Live More.
• Other duties as assigned.

What You'll Bring:

• 10+ years of experience in an administrative assistant or executive assistant role, with increasing levels of responsibility and/or span of support required
• Confidentiality: A high degree of integrity and the ability to exercise discretion in confidential situations is required
• Communicator: The ability to communicate clearly and informatively, verbally and in writing, with colleagues, customers, and the community in both technical and non-technical professional language is required
• Composure: Remains calm, maintains perspective and responds in a professional timely manner, when faced with tough situations. Demonstrates patience and resilience, is deliberate, leads through ambiguity with compassion during difficult times is required
• Organized: Has excellent time management skills and easily manages multiple tasks, activities, and projects is required
• Organizational Savvy: Interfaces cross-functionally with both technical depth and business savvy. Understands company goals and objectives; thinks critically about business challenges and resolutions. Demonstrates keen listening and observation skills is required
• Basic digital skills: Effectively uses devices for handling, processing, and managing information, transacting while being safe and responsible online. Ability to create, edit and communicate professionally is required
• MS Office: Skilled proficiency in Excel, Word, PowerPoint, Outlook is required
• Team Player: Is responsive, flexible, and able to succeed in a team-oriented, collaborative environment, building effective working relationships and partnerships with internal partners, customers, and vendors is required
• Job specific: Experience using Smartsheet is preferred
• Service Passion: Provides excellent service to others and seeks ways to improve that service; ensures the customer experience (internal and external) is a key consideration in policies, procedures, and decision-making
• Growth Mindset: Develops abilities through dedication and hard work, views challenges and failures as opportunities to learn and improve skills
• Complex Problem Solving: Solves ill-defined, ambiguous problems in complex settings using logic, process, and experience
• Agility: Handles risk and uncertainty, shifts gears with ease and speed, copes with and manages change well

What We Value:

In fostering a culture where everyone thrives, PEMCO embodies a set of core traits that guide our collective efforts. These traits include:

• Make Agile Decisions: Define desired outcomes. Use a consistent, inclusive approach. Drive decisions with a sense of urgency. Pivot decisions quickly as supported by data.
• Build Trust: Listen to understand and use direct and open communication. Engage in healthy debate with mutual respect. Find solutions and move forward together.
• Own Results: Commit to desired outcomes. Define and achieve success metrics. Anticipate and mitigate risks, and always have a plan B. Take accountability for and learn from outcomes.
• Empower Execution: Take action to drive desired outcomes. Act with initiative, mastery, and purpose.
• Explore Fearlessly: Make swift, iterative progress through testing and learning, create a safe place to fail fast and learn from mistakes, and continuously improve.
• Value People: Appreciate and care about unique experiences and perspectives Respect the dignity of others and have empathy for people Authentically and meaningfully support and recognize people in real time.
  These traits form the bedrock of our commitment to caring deeply for each other, our customers, and our community. As you become a part of PEMCO, your contribution will further enrich our success story, where the power of these shared values propels us forward.

Physical Demands and Working Conditions:

Physical Demands

Office work: Office work involves working at a desk most of the time, using a stand-up/sit-down adjustable desk. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Fingering, grasping, and repetitive motion typically is every day, and walking and standing are required occasionally

Working Conditions

• Job tasks may need to be performed in close physical proximity to other people
• Requires ability to be on call 24x7
• Requires ability to work a flexible schedule to meet business needs
• Requires close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer screen, visual inspections, assembly of parts, or extensive reading
• Requires employee to be at work on-site during specified days and core hours
• Requires employee to be onsite to support monthly, quarterly and annual events
• Requires working indoors generally in environmentally controlled conditions
• Occasional travel might be required to support employee events

Compensation:

The pay range for this role is shown below. Compensation decisions are determined based on an individual's qualifications, job-related knowledge, skills, and experience.

• Greater Seattle area target pay range: $87,406-$106,830. The full pay range is $72,839-$121,398.
• Outside Greater Seattle area target pay range: $77,138-$94,280. The full pay range is $64,282-$107,136
  Greater Seattle Area is defined as working within approximately 100 miles of Seattle
  Outside Greater Seattle is defined as working approximately 100 miles or more from Seattle.

Benefits:

Regular part-time PEMCO employees working at least 24 hours per week and regular full-time PEMCO employees are eligible to elect coverage under medical, dental, and vision plans for themselves and their eligible family members with generous employer premium cost shares. In addition, as a benefits-eligible employee, you are:

• covered by employer-paid basic life and accidental death & dismemberment insurance policies as well as long- and short-term disability benefit coverages.
• eligible to participate in PEMCO's 401(k) plan, which includes a generous employer match (2 for 1 on the first 6% employee pre-tax and/or Roth deferral, up to federal maximums).

PEMCO provides the following paid leave programs for benefits-eligible employees in their first year of PEMCO employment:

• Vacation accrues at a rate of 10 days for new hires, and increases based on a schedule to a maximum annual accrual of 25 days based on tenure.
• Granted four (4) personal days immediately upon hire.
• Paid holidays for the eight (8) holidays observed by PEMCO throughout the calendar year.
• Granted up to ten (10) days of sick leave immediately upon hire (pro-rated based on hire date and full-time/part-time status), which is approximately 28 hours more per year than the Washington state-required accrual.
• In addition, PEMCO provides paid time off for bereavement, jury duty, and employee volunteering in the community.
  Other miscellaneous benefit programs offered by PEMCO include:
• Flexible Spending Accounts
• Education Assistance Program after one year of service
• Scholarship program for children of PEMCO employees after one year of service
• Employee Assistance Program
• Well-being program
• Discretionary taxable gifts and gift cards
• And other Perks & Benefits including discounts on computer software and hardware, cell phone plans, and rental cars

Other compensation depending on role, contributions, and performance may include:

• Discretionary bonuses
• Tiered sales commissions and/or incentives (from 5-25% of employee's monthly sales)
• Employee referral bonuses
• Shift differential pay

Equal Employment Opportunity:

At PEMCO, we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our products, and our community to flourish. PEMCO is honored to be an equal opportunity workplace. We are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national orientation, age, citizenship, marital status, disability, gender identity, sexual orientation, or veteran status.

Accommodations

At PEMCO, people are at the heart of our business. We're committed to providing an inclusive hiring experience for all candidates. If you need reasonable accommodations to apply for a role or participate in an interview, please contact us by email with your name, the job reference number(s), your preferred contact method, and a brief description of the accommodation needed. Requests are considered on a case-by-case basis in accordance with applicable disability laws, including the ADAAA

Applicants have rights under Federal Employment Laws:

Family and Medical Leave Act (FMLA)
Equal Employment Opportunity (EEO)
Employee Polygraph Protection Act (EPPA)