Executive Assistant

About the role

PEMCO is seeking an Executive Assistant to join our community. The Executive Assistant provides high-level administrative, operational, and strategic support to assigned executives, directors, and senior leaders, enabling them to focus on organizational priorities and decision-making.

Responsibilities

• Provide comprehensive administrative support for assigned executives, directors, and senior leaders including: providing extensive and proactive calendaring and inbox triage; composing documents, reports, presentations, and complex written correspondence as needed; project coordination; facilitating meeting and event planning and coordination; making travel arrangements; processing expense reconciliation and reporting; managing logistics for meetings, and other clerical duties and operational requests as required.
• Able to handle high-volume of competing requests from 7 executives and ad hoc support to 20 senior leaders
• Proactively coordinate executive dynamic and complex calendars, scheduling appointments balancing priorities, internal meeting and external engagements
• Exercise considerable organizational judgment and discretion in handling requests for time with executives and directors
• Coordinate and provide onsite support for events such as Monthly Executive Business Reviews, Quarterly Performance Reviews, Quarterly Executive Advances and Annual Insurance Industry Day
• Coordinate and provide logistical onsite support of approximately 10 ad hoc requests per month for onsite team events
• Prepare and manage travel, including detailed itineraries, accommodations, venues, and contingency planning, ensuring all parties are informed and kept abreast of changes
• Negotiate corporate travel and venue rates and order support materials for corporate events
• Proactively establish and maintain a highly organized information system for correspondence and other records
• Independently conduct research and collect background material and data for reports, plans, and correspondence as needed
• Anticipate needs and ensure the executive team has background information and resources needed to handle issues and to be prepared for internal/external meetings; manage agendas, timelines, and workflow as requested
• Support and coordinate special projects related to department and company goals, civic organizations, committees, fund-raising, and/or social functions
• Represent executive(s) in interactions both internally and externally; liaise between executives, department leadership, employees, and the community at large
• Understand business priorities and proactively look for ways to improve processes to create efficiency and scale for the company leadership team. Maintain understanding of the bigger picture while ensuring seamless delivery of detailed and complex administrative support
• Handle confidential information with critical thinking, sound judgment, discretion, and diplomacy
• Conduct research, compile data, create spreadsheets, etc. in support of executive and director work
• May supervise a support assistant
• Demonstrate behaviors consistent with PEMCO's policies, values, code of ethics and business conduct
• Authentically support the PEMCO Brand and constantly are on the lookout for top talent to join us to achieve our Mission to Worry Less and Live More

Qualifications

• 10+ years of experience in an administrative assistant or executive assistant role, with increasing levels of responsibility and/or span of support required
• High degree of integrity and the ability to exercise discretion in confidential situations is required
• The ability to communicate clearly and informatively, verbally and in writing, with colleagues, customers, and the community in both technical and non-technical professional language is required
• Remains calm, maintains perspective and responds in a professional timely manner, when faced with tough situations. Demonstrates patience and resilience, is deliberate, leads through ambiguity with compassion during difficult times
• Has excellent time management skills and easily manages multiple tasks, activities, and projects
• Interfaces cross-functionally with both technical depth and business savvy. Understands company goals and objectives; thinks critically about business challenges and resolutions. Demonstrates keen listening and observation skills
• Effectively uses devices for handling, processing, and managing information, transacting while being safe and responsible online. Ability to create, edit and communicate professionally
• Skilled proficiency in Excel, Word, PowerPoint, Outlook
• Responsive, flexible, and able to succeed in a team-oriented, collaborative environment, building effective working relationships and partnerships with internal partners, customers, and vendors
• Experience using Smartsheet is preferred
• Provides excellent service to others and seeks ways to improve that service; ensures the customer experience (internal and external) is a key consideration in policies, procedures, and decision-making
• Develops abilities through dedication and hard work, views challenges and failures as opportunities to learn and improve skills
• Solves ill-defined, ambiguous problems in complex settings using logic, process, and experience
• Handles risk and uncertainty, shifts gears with ease and speed, copes with and manages change well