Executive Assistant

Description:

Aspire General Insurance Company and its affiliated general agent, Aspire General Insurance Services, are on a mission to deliver affordable specialty auto coverage to drivers without compromising outstanding service. Our company values can best be described with

ABLE :

to always do the right thing, be yourself, learn and evolve, and execute. Join our team where every individual takes pride in driving their role for shared success.

JOB SUMMARY

An Executive Assistant plays a crucial role in supporting senior executives or high-level management within the organization. The Executive Assistant responsibilities are diverse and often require a high level of discretion, organization, and communication skills. The Executive Assistant performs the essential functions of the position, which includes but is not limited to duties as described below:

Calendar Management:

Maintain and manage executive schedules, including arranging meetings, appointments, and travel. Coordinate and prioritize daily appointments, ensuring efficient time management.

Communication and Correspondence:

Act as the primary point of contact between the executive(s) and internal/external clients and vendors. Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s). Screen incoming calls and emails, redirecting or responding as appropriate.

Meeting Coordination:

Organize and prepare materials for meetings, including agendas, presentations, and reports. Attend meetings, take minutes, and follow up on action items. Arrange and manage logistics for both in-person and virtual meetings.

Travel Arrangements:

Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and ensure timely reimbursement processing.

Project Support:

Assist in the planning and execution of special projects and initiatives. Manage and track project deadlines, ensuring timely completion.

Office Management:

Oversee the executive office's administrative functions, including maintaining office supplies, equipment, and ensuring a professional office environment. Coordinate in office visits for staff, coordinating with IT to ensure proper equipment set up. Oversee usage and coordination of the Company Sprinter Van. Handle confidential and sensitive information with discretion.

Relationship Management:

Build and maintain positive relationships with the Senior Leadership team, upper management, including clients, partners, and team members. Represent the executive(s) in a professional manner during interactions with various parties.

Requirements:

Education:

Bachelor's degree in Business Administration, Communications, or a related field preferred.

Experience:

Minimum of 5 years of experience in an executive assistant or similar administrative role. Experience supporting C-level executives or senior management is required , CEO preferred

Skills:

Exceptional organizational and time management skills. Must be able to work in a fast paced environment Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to handle multiple tasks and prioritize effectively in a fast-paced environment. High level of discretion and confidentiality. Demonstrated technical proficiency Strong interpersonal skills and ability to interact with diverse groups of people. Experience coordinating complex, high level travel arrangement s

WORKING CONDITIONS

This is an exempt position which complies with an alternative work schedule when applicable. The office is that of a highly technical company supporting a paperless environment. Primarily office-based, with occasional remote work flexibility depending on company policy. Occasional travel required Vision abilities to work at close range and with small print. Physical efforts required include, but may not be limited to, repetitive small motor activity, grasping, ability to sit for extended periods of time; up to 6-8 hours per day. Executive Assistant 8885 Haven Avenue, Rancho Cucamonga, CA 91730

Full-time Full-time Description:

Aspire General Insurance Company and its affiliated general agent, Aspire General Insurance Services, are on a mission to deliver affordable specialty auto coverage to drivers without compromising outstanding service. Our company values can best be described with

ABLE :

to always do the right thing, be yourself, learn and evolve, and execute. Join our team where every individual takes pride in driving their role for shared success.

JOB SUMMARY

An Executive Assistant plays a crucial role in supporting senior executives or high-level management within the organization. The Executive Assistant responsibilities are diverse and often require a high level of discretion, organization, and communication skills. The Executive Assistant performs the essential functions of the position, which includes but is not limited to duties as described below:

Calendar Management:

Maintain and manage executive schedules, including arranging meetings, appointments, and travel. Coordinate and prioritize daily appointments, ensuring efficient time management.

Communication and Correspondence:

Act as the primary point of contact between the executive(s) and internal/external clients and vendors. Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s). Screen incoming calls and emails, redirecting or responding as appropriate.

Meeting Coordination:

Organize and prepare materials for meetings, including agendas, presentations, and reports. Attend meetings, take minutes, and follow up on action items. Arrange and manage logistics for both in-person and virtual meetings.

Travel Arrangements:

Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and ensure timely reimbursement processing.

Project Support:

Assist in the planning and execution of special projects and initiatives. Manage and track project deadlines, ensuring timely completion.

Office Management:

Oversee the executive office's administrative functions, including maintaining office supplies, equipment, and ensuring a professional office environment. Coordinate in office visits for staff, coordinating with IT to ensure proper equipment set up. Oversee usage and coordination of the Company Sprinter Van. Handle confidential and sensitive information with discretion.

Relationship Management:

Build and maintain positive relationships with the Senior Leadership team, upper management, including clients, partners, and team members. Represent the executive(s) in a professional manner during interactions with various parties.

Requirements:

Education:

Bachelor's degree in Business Administration, Communications, or a related field preferred.

Experience:

Minimum of 5 years of experience in an executive assistant or similar administrative role. Experience supporting C-level executives or senior management is required , CEO preferred

Skills:

Exceptional organizational and time management skills. Must be able to work in a fast paced environment Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to handle multiple tasks and prioritize effectively in a fast-paced environment. High level of discretion and confidentiality. Demonstrated technical proficiency Strong interpersonal skills and ability to interact with diverse groups of people. Experience coordinating complex, high level travel arrangement s

WORKING CONDITIONS

This is an exempt position which complies with an alternative work schedule when applicable. The office is that of a highly technical company supporting a paperless environment. Primarily office-based, with occasional remote work flexibility depending on company policy. Occasional travel required Vision abilities to work at close range and with small print. Physical efforts required include, but may not be limited to, repetitive small motor activity, grasping, ability to sit for extended periods of time; up to 6-8 hours per day.