Type:

full-time

Job Description:

The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities. Onsite in Roslyn, NY Monday - Friday, 9:00 AM - 5:00 PM, with flexibility to work additional hours as needed to support business demands and executive schedules. Essential Duties & Responsibilities Executive Support & Calendar Management Provide high-level administrative support, including maintaining executive calendars, scheduling and prioritizing meetings, and resolving schedule conflicts. Organize meeting materials and agendas for senior leadership in subject-matter binders on a timely basis. Provide executives with all relevant materials in advance of scheduled meetings. Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and expense reconciliation. Receive executive-level time-off requests, present them for approval, update executive calendars, and process them in the HR management system. Communication & Liaison Type correspondence, compose memos, draft reports, and answer/screen telephone calls for the department. Serve as a primary liaison between executives, employees, clients, vendors, board members, and external business partners on day-to-day issues. Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for executive review. Distribute weekly and monthly industry newsletters via email to designated recipient lists. Maintain cooperative, diplomatic, and professional communication with internal departments, external stakeholders, and insureds/policyholders. Board & Senior Leadership Coordination Act as the primary liaison between Board Members and executive staff; schedule board meetings and communicate pertinent information as needed. Compile and distribute Board Books for monthly meetings. Complete and update Bio Affidavits for Board Members and senior staff, submitting required documentation for regulatory review, approval, and compliance. Occasionally attend meetings at the request of executive leadership to offer administrative insight, recommendations, and operational support. Office & Financial Operations Coordinate with executive staff to ensure smooth daily operations in the executive suite (greeting guests, managing incoming calls, and using judgment on day-to-day staff issues). Reserve, approve, and track the use of several shared conference rooms.

Manage general administrative tasks:

filing, photocopying, scanning, faxing, and handling incoming/outgoing mail and express packages. Coordinate with Finance to obtain timely wire transfer approvals and signatures on priority documents; process and submit check requests and invoice approvals through accounting software. Reconcile monthly corporate credit card statements for senior leadership, preparing check requests alongside supporting receipts. Coordinate policyholder and proxy mailings, including retrieving lists from IT, managing third-party printing approvals and deadlines, and tabulating/reporting proxy vote counts for annual meetings. Manage office supply inventory for the executive area and pantry, ensuring spaces are stocked and prepared daily. Act as point person for company printing requests (obtaining quotes, securing executive approval, placing orders, and processing vendor payments). Assist with onboarding activities and logistics for incoming executive-level hires. Exercise exceptional judgment in handling confidential, sensitive, and proprietary information with complete discretion.

Education & Qualifications Education & Experience:

Bachelor's degree preferred (an equivalent combination of education and experience will be considered). Minimum of 4-6 years of experience supporting multiple executives simultaneously in a fast-paced environment required.

Technical Skills:

Accurate typing speed of at least 40 wpm. Intermediate to advanced proficiency in Microsoft Word and Outlook; intermediate proficiency in Excel and PowerPoint strongly preferred. Proficient with virtual meeting platforms (e.g., Microsoft Teams, Zoom, Webex) to schedule meetings, manage logistics, and troubleshoot basic technical issues.

Professional Competencies:

Extensive experience managing complex executive calendars, prioritizing competing demands, and resolving scheduling conflicts. Exceptional business writing skills with the ability to draft professional correspondence on behalf of senior leaders. High level of discretion, diplomacy, and emotional intelligence when handling confidential information. Strong problem-solving skills; ability to work independently, anticipate executive needs, and remain calm under pressure. 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