Executive Assistant

Executive Assistant

Falvey Insurance Group is one of the largest Marine Insurance MGAs in the country, built on a foundation of technology, operational excellence, and strong executive partnership.

We are seeking an experienced Executive Assistant to support senior leaders in a fast-paced, high-performing corporate environment. This role is best suited for someone who has already managed executive inboxes, calendars, travel, meetings, and follow-up systems with a high level of ownership and discretion.

This is not an entry-level administrative position. Candidates must have direct experience supporting senior-level executives and be comfortable operating independently with minimal direction.

The right candidate is proactive, not reactive. They anticipate needs, identify gaps, raise issues early, and take ownership of moving priorities forward. They understand that strong executive support requires judgment, urgency, organization, and the ability to stay several steps ahead.

Experience in insurance, underwriting, financial services, MGA/MGU, or another professional services environment is strongly preferred.

Position Functions

• Manage high-volume executive inboxes with strong judgment, including identifying action items, prioritizing urgent matters, drafting responses, tracking follow-ups, and escalating issues appropriately.
• Fully own and proactively manage complex executive calendars, including scheduling, prioritization, conflicts, prep time, travel time, and shifting business needs.
• Track deadlines, approvals, open items, and next steps across multiple executives and business priorities.
• Coordinate executive travel with precision, including itineraries, logistics, contingencies, and last-minute changes.
• Manage meeting logistics from start to finish, including scheduling, agendas, materials, attendee coordination, room or Teams setup, notes, and post-meeting follow-up.
• Prepare executive-level materials, reports, presentations, and meeting documents.
• Serve as a central point of coordination between executives, internal teams, external partners, clients, brokers, and vendors.
• Identify gaps, inefficiencies, and potential issues early, and work to resolve them before they become problems.
• Communicate clearly, professionally, and confidently with senior leaders and business partners.
• Handle sensitive and confidential information with discretion and professionalism.
• Bring structure, organization, and follow-through to a high-volume environment.

Measures of Success

• Executive inboxes are actively managed, organized, and action oriented.
• Calendars are accurate, strategic, and proactively maintained.
• Executives are prepared, informed, and able to stay focused on high-priority work.
• Open items have clear ownership, status, deadlines, and next steps.
• Follow-ups are tracked and completed without repeated prompting.
• Communication is timely, professional, direct, and efficient.
• Issues are identified early and escalated appropriately.
• The EA operates independently and is trusted to make sound judgment calls.
• The executive feels supported, prepared, and confident that details are being handled.

Required Qualifications

• 3+ years of experience as an Executive Assistant supporting senior-level executives.
• Demonstrated experience fully owning executive inboxes and complex calendars.
• Experience managing executive travel, meeting coordination, follow-ups, and competing priorities.
• Prior experience working in a corporate, professional services, or similarly high-expectation environment.
• Strong written and verbal communication skills.
• Excellent organizational skills and strong attention to detail.
• High level of discretion, professionalism, accountability, and sound judgment.
• Ability to operate independently without step-by-step direction.
• Ability to manage competing priorities, pivot quickly, and remain calm under pressure.
• Strong sense of urgency with the ability to move quickly while maintaining accuracy.

Tools and Skills

• Strong proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
• Experience with expense platforms, scheduling tools, collaboration systems, and document management.
• Strong inbox, calendar, task, and follow-up management skills.
• Ability to quickly learn new systems, tools, and internal processes.
• Comfortable working in a technology-forward environment.

Ideal Candidate

The ideal candidate is polished, proactive, detail-oriented, and highly accountable. They have real experience supporting senior executives and understand the level of ownership required in a high-performing executive office.

They proactively look ahead, connect the dots, manage open items, and make sure priorities continue moving forward. They understand that strong executive support means anticipating what is needed, communicating clearly, and keeping the executive prepared.

This person thrives in a fast-paced environment, handles confidential information with discretion, and takes pride in being trusted to manage important details independently.

Physical Requirements

Must be able to sit and work quietly for extended periods of time, operate a computer, and answer and communicate on a telephone.

Supervisory Responsibilities

• None

Working Conditions

Business-casual fast paced multi-tasking office environment.

Hours of Operations

This position supports our marketing efforts internationally. This position's work hours are Monday through Friday 9am - 5pm, in a hybrid work environment. Our hybrid environment is 3 days within our business-casual office environment. Of these 3 days in the office, Wednesday and Thursday are required, and employees may work from home the other 2 days. Our employees choose their schedule. This position requires occasional flexibility for working additional hours to accomplish project objectives.