Executive Assistant

About the role

The Executive Assistant provides high-level administrative, operational, and organizational support to the CEO and other members of executive leadership in a fast-paced, primarily remote environment. This role serves as a trusted partner and extension of the executive, ensuring information flows smoothly, priorities are managed effectively, and work is executed with accuracy, professionalism, and discretion.

Responsibilities

• Provide high-level administrative, operational, and organizational support to the CEO and executive leadership, acting as a trusted partner and extension of the executive.
• Maintain strict confidentiality of all company, personnel, financial, strategic, and sensitive business matters; exercise sound judgment, discretion, and tact within scope of authority.
• Serve as liaison with internal departments, senior leaders, board-level stakeholders, and external partners; represent the executive professionally and consistently across all interactions.
• Interpret and understand requests, analyze information, and independently determine appropriate responses, priorities, or routing to ensure timely and effective resolution.
• Create, edit, and prepare reports, presentations, summaries, forms, and operational documents using advanced features of presentation, graphic, and reporting software; prepare, manage, analyze, and validate monthly operational reporting.
• Proactively manage the executive’s calendar to optimize time, ensuring proper prioritization, preparation windows, and alignment to strategic goals; identify conflicts early and anticipate scheduling needs.
• Coordinate board meeting logistics including scheduling, materials preparation and distribution, board member communications, and post-meeting follow-up; maintain strict confidentiality in all board-related activities.
• Initiate, organize, and execute projects with minimal direction; track milestones, deadlines, risks, and dependencies to support smooth execution and cross-functional alignment.
• Cover executive priorities, maintain visibility into ongoing initiatives, and ensure follow-through on commitments; maintain trackers for action items and decisions.
• Support executive productivity by preparing briefings, consolidating information from multiple sources, running point on follow-ups, and identifying issues requiring escalation.
• Facilitate efficient remote collaboration by administering digital workspaces, maintaining organized online files, preparing virtual meeting setups, and leveraging templates, automation tools, and AI capabilities to improve workflow efficiency.
• Troubleshoot basic technology-related issues and support adoption of communication or collaboration tools to ensure seamless participation in remote meetings and digital workflows.
• Provide professional engagement and frontline support for colleagues, executives, clients, and external partners (virtually or in person); answer, screen, and route inquiries using a service-oriented approach.
• Complete, review, and process expense reports, invoices, vendor payments, and other accounting items for assigned leaders.
• Establish, maintain, and update filing and records systems (digital and physical) consistent with company records retention policies; ensure logical organization and efficient retrieval of information.
• Review electronic and physical mail and prioritize materials according to executive direction; categorize and distribute items appropriately to support timely response management.
• Demonstrate resourcefulness, initiative, and strong problem-solving skills; independently manage competing priorities and multiple deadlines; remain composed and effective under pressure.

Requirements

• 10-12 years of experience providing direct administrative support to C-suite executives (CEO, CAO, CIO, or equivalent); or equivalent combination of education and experience.
• Prior experience supporting board-level activities strongly preferred.
• Strong analytical, verbal and written communication skills, as well as ability to interface professionally with all levels of the company.
• Possess advanced proficiency with MS Office products including Word, Excel, PowerPoint, Visio and Outlook.
• Demonstrated proficiency with AI tools and automation platforms to improve workflow efficiency; ability to leverage technology to enhance executive support functions.
• Able to create/build formulas within spreadsheets; ability to create organizational charts and flow charts.
• Technical and intuitive capability with systems and reporting.
• Proficiency with Microsoft SharePoint and Teams and virtual collaboration platforms; ability to set up, manage, and troubleshoot webcasts and virtual executive meetings.
• Must be able to maintain the highest level of confidentiality.
• Ability to use good judgment to determine the best approach or action to take in non-routine situations.
• Exceptional organizational skills required.
• Must be detail-oriented with demonstrated ability to handle multiple tasks simultaneously.
• Ability to demonstrate initiative and to meet designated deadlines.
• Must reside in or be willing to relocate to the Birmingham, Alabama area (no relocation assistance provided); available for in-person presence in Birmingham for business events including board meetings, leadership gatherings, and executive visits, as well as occasional travel to other company locations.
• Experience supporting board-level activities including materials preparation, scheduling, and communications preferred.
• Experience in insurance industry preferred.
• Certification Notary Public highly preferred.

Qualifications

• Bachelor’s Degree or equivalent experience preferred.

Skills

• Advanced proficiency with MS Office products including Word, Excel, PowerPoint, Visio and Outlook.
• Proficiency with AI tools and automation platforms.
• Ability to create/build formulas within spreadsheets.
• Ability to create organizational charts and flow charts.
• Technical and intuitive capability with systems and reporting.
• Proficiency with Microsoft SharePoint and Teams and virtual collaboration platforms.
• Ability to set up, manage, and troubleshoot webcasts and virtual executive meetings.

Benefits

Comprehensive benefits package, please follow the link to our benefits page for details!

Pay

Hourly Pay Rate: $30/hr - $44/hr

Schedule

EXPECTED WORK HOURS: Schedules are set to accommodate the requirements of the position and the needs of the organization and may be adjusted as needed.