Executive Assistant (experienced hire)

Job Description

The Executive Assistant’s responsibility is to support the Commercial Risk Practice Leader (PL) in a timely, efficient, personalized, and professional manner. This candidate must be highly organized, proactive, and detail-oriented with strong communication skills. The role requires the ability to manage multiple priorities, maintain confidentiality, and act as a liaison between the Practice Leader and other executives, employees, and external partners.

Responsibilities

Administrative

• Manage the PL’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, emails, reports, presentations, and other documents.
• Handle phone calls, emails, and other communications on behalf of the PL.
• Keep the PL well informed of upcoming commitments and responsibilities.
• Research and follow up on issues and concerns addressed to the PL. Work closely
• with them to determine an appropriate course of action or response.
• Prepare status reports for the PL by gathering, analyzing, and summarizing data,
• reports, and relevant information.
• Manage and complete monthly expense reports in SAP Concur.

Meeting and Event Coordination

• Organize and coordinate meetings, conferences, and special events.
• Prepare the PL for internal and external meetings (documents and briefings).
• Prepare agendas, take minutes, and follow up on action items.
• Ensure all logistical details are handled effectively.

Project Management

• Assist with planning and executing projects and initiatives.
• Monitor project timelines and deliverables, providing status updates as needed.
• Coordinate with various departments and individuals to ensure project goals are met.
• Submit project deliverables and ensure that they adhere to quality standards.

Confidentiality and Discretion

• Manage sensitive information with the utmost confidentiality.
• Handle confidential communications and documents.

Liaison

• Serve as a point of contact between the PL and other stakeholders, employees, and clients.
• Facilitate communication between departments and external partners.

Service

• Provide support in coordinating and managing certain aspects of client activities.
• Assist in the Pre-Renewal process.
• Assist with New Business online quoting workflow.
• Assist with billing retrieval and follow up with clients for payments and documentation.
• Assist with documentation.
• Follow-up with carriers for acknowledgement, status, and potential escalation for pending claims on behalf of PL.
• Provide general administrative support from client filing, record keeping, customer service, and binding of documents to high level presentations using Microsoft Publisher and PowerPoint.

PLEASE READ: This is a full-time position with an expectation to be online and available from 8:30 AM to 5:30 PM EST (15:30 to 00:30 Beirut Time) Monday through Friday. This role has a salary of $1300/month.

Qualifications

Education:

• Associate's degree or relevant certification preferred.
• Minimum 3 years of experience in an administrative role or similar position.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Excellent English written and verbal communication skills.
• Ability to work independently and as part of a team.
• Tech-savvy individual with a proven track record of integrating technology to solve problems, work efficiently, and streamline processes.

Attributes:

• Detail-oriented with a strong focus on accuracy.
• Professional demeanor and appearance.
• Ability to handle sensitive and confidential information with discretion.
• Forward-looking thinker, who actively takes the initiative and proposes solutions.

Additional Information

All your information will be kept confidential according to EEO guidelines.