Executive Assistant

San Francisco, California, United States of America At Lockton, we’re passionate about helping our people achieve their ultimate potential. Our people are curious, action-oriented and always striving to make ourselves and those around us better. We’re active listeners working to ensure understanding and problem solvers developing innovative solutions. If you can see yourself delivering excellent service to clients, giving back to our communities and being a part of our caring culture, you belong here. The Executive Assistant to the Technology Practice Lead Producer is a highly adaptable, discreet, and resourceful professional who thrives under pressure and anticipates needs before they arise. This role demands exceptional communication skills, emotional intelligence, and the confidence to work closely with a dynamic leader. Acting as the Producer’s right hand, the Executive Assistant will ensure seamless operations, manage complex priorities, and safeguard the flow of critical information. The ideal candidate brings proven experience supporting senior executives in fast-paced, high-stakes environments with elevated responsiveness and strategic support as needs evolve. Calendar, Schedule and Email Management Proactively monitor the Producer’s inbox, prioritizing emails and responding on behalf of the Producer when appropriate. Flag important emails and coordinate timely follow-up, in particular items that require immediate attention. Maintain calendars and schedule meetings and appointments, as requested. Prepare agendas, compile necessary documents and ensure the Producer is well-prepared for meetings. Collect action items following meeting and drive action for applicable items. Arrange for meeting rooms, food/beverages, lunch reservations, etc., as necessary. Coordinate with internal and external stakeholders to avoid scheduling conflicts and ensure smooth operations. Arrange all phases of travel for Producers; maintain records, itineraries, and travel credits. Communication and Correspondence Lead weekly 1:1 meetings with Producer and applicable team members by preparing agenda inclusive of items to coordinate upcoming schedules, projects in progress, client request, prospect requests and other items as needed by the Producer. Maintain project tracking of key initiatives / project in progress and communicate status updates on a regular basis. Act as a point of contact between the Producer and internal / external stakeholders. Ensure clear and timely communication and manage any urgent requests or issues that arise. Professionally communicate and build relationships with internal / external stakeholders as an extension of the Producer brand. Draft, review and proofread high-quality communications including emails, memos, reports and presentations. Manage “Lockton Wins” announcements for Producer new business. Event Support Organize and support events by preparing agendas, coordinating attendance, vetting and securing vendors, curating marketing materials and supporting post-event follow up activities. Support conferences by completing registration, conducting prospect research, scheduling meetings, organizing travel / logistics, and curating any applicable marketing materials. Provide on-site support for the event as requested. Coordinate non-profit / board responsibilities as requested (i.e., agendas, RSVPs to meetings, etc.). Book of Business / Administrative Support Maintain client/prospect database and reports in Salesforce. Review accounts receivable on a monthly basis and coordinate with account teams on any receivables over 60 days. Responsible for accounting related activities such as receipt collection, expense report submission, credit card billing reconciliation, bill pay, taxes coordination and review of capital accounts and statements. Create and maintain files of correspondence and other records, processing files for dead storage, as necessary. Take a proactive approach to understanding client profiles, preferences and touchpoints. Prepare and/or review a variety of client correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation. Coordinate with Producer and associate teams to complete assignments / projects including RFPs, client renewal / pre-renewal documents, prospect presentations, etc. Support Producer marketing initiatives (i.e., LinkedIn, newsletters, etc.). Curate and coordinate logistics for client gifts, team appreciation outings and other touchpoints for internal / external stakeholders. Other Duties Perform other work-related duties as assigned. Qualifications Position qualifications Bachelor’s degree in a business-related program or equivalent education and/or experience preferred A minimum of three to five years of previous administrative and/or sales support experience Proficiency in the use of Microsoft Office suite Strong attention to detail required Must have strong verbal, written, and interpersonal skills to interact with clients, project team members, and associates at all levels of responsibility, representing Lockton in the highest professional manor Exceptional organizational and time management skills to prioritize workload and meet deadlines required Must be results-oriented with the ability to be adaptable and proactive Must be able to handle confidential information with discretion and trust Ability to comply with all company policies and procedures, proactively protecting the confidentiality of client and company information Must have the ability to work independently and use good judgment in recognizing scope of authority and urgency Demonstrated ability to follow through promptly on tasks to their completion Legally able to work in the United States This position may be eligible for annual discretionary bonus consideration. Equal Opportunity Statement Lockton Companies is proud to provide everyone anequal opportunity to grow and advance. We are committed to an inclusive culture and environment where our people, clients and communities are treated with respect and dignity. At Lockton, supporting diversity, equity and inclusion is ingrained in our values, and we believe that we are at our best when we fully embrace everyone. We strive to cultivate a caring culture that learnsfrom, celebrates and thrives because of ourbreadth of differences. As such, we recognize that recruiting, developing and retaining people with diverse backgrounds and experiences is vital and enabling our people to thrive personally and professionally is critical to our long-term success. About Lockton Lockton is the largest privately held independent insurance brokerage in the world. Since 1966, our independence has allowed us to serve our clients, take care of our people and give back to our communities. As such, our 13,100+ Associates doing business in over 155 countries are empowered to do what’s right every day. At Lockton, we believe in the power of all people. You belong at Lockton. How We Will Support You At Lockton, we empower you to be true to yourself in all that you do. Your success is our success, and we provide opportunities to help you grow and create a rewarding career path, however you envision it. We are ready to meet you where you are today, and as your needs change over time. In addition to industry-leading health insurance, we offer additional options to support your overall health and wellbeing. Any Employment Agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of Lockton Companies, Inc. Lockton Companies will have the right to hire that applicant at its discretion and without any fee owed to the submitting Employment Agency, person or entity. Employment Agencies, who have fee Agreements with Lockton Companies must submit applicants to the designated Lockton Companies Employment Coordinator to be eligible for placement fees. #J-18808-Ljbffr Lockton Companies