Executive Assistant - Aspire General Insurance Services LLC

About the role

• 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:

What you"ll do

• 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, and 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, and upper management, including clients, partners, and team members.
  • Represent the executive(s) in a professional manner during interactions with various parties.

Qualifications

• Education:
  • Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Experience:
  • Minimum of 3-5 years of experience in an executive assistant or similar administrative role.
  • Experience supporting C-level executives or senior management is highly desirable.
• Skills:
  • Exceptional organizational and time management skills.
  • 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.
  • Strong interpersonal skills and ability to interact with diverse groups of people.

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