Senior Executive Assistant

General Summary

The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities.

Essential Duties & Responsibilities

• Provide Executive level administrative support including, but not limited to maintaining executive calendars, scheduling and prioritizing meetings and resolving schedule conflicts.
• Type correspondence, reports, compose memos, answer/screen telephone calls for the department.
• Cook up correspondence, presentations, reports, and other business documents for Executive level review.
• Serve as a liaison between executives, employees, clients, vendors, board members, and external business partners on a variety of day-to-day issues.
• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for Executive level review.
• Provide Executives with all relevant material for meetings in advance.
• Organize meeting materials / agendas for President & COO in office binders by subject matter on a timely basis.
• Act as liaison between Board Members and Executive Staff; schedule board meetings and communicate pertinent information, as needed.
• Compile Board Books for distribution to board members for monthly meetings.
• Complete Bio Affidavits for Board Members and other Senior Staff (periodically inquire for updates to bios; if so, update same for submission).
• Submit Bio Affidavits to Third-Party Verification Company for review / approval / submission to NYS DFS.
• Afford assistance with Subscriber mailing to policyholders and proxy mailing, to include obtaining list of policyholders from IT, submit documents to Minuteman Press for printing, approvals, and mailing deadlines.
• Upon receipt of returned proxy cards to our offices, record and provide to the President and CEO precise count of votes to coincide with Annual Subscriber Meeting.
• Schedule and coordinate internal and external meetings, board meetings, committee meetings, and executive events to include catering as needed.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and reconciling expense reporting.
• Afford assistance with printing requests, i.e., receive requests, obtain quotes from printing vendor, obtain Executive approval and place order with printing vendor and prepare payment.
• Afford assistance with approving invoices in Sage / Quadient.
• Manage and reconcile WB Mason book of business for all departments; notify staff when deliveries are made and collect proper paperwork.
• Order office supplies for Executive area, including keeping the Executive Team and pantry area stocked; set up and display same daily.
• Receive senior level requests for time off, present to Executive team for approval, and approve/deny requests in ADP. Reflect and keep up to date all time off on Executive team calendars for reference.
• Afford assistance with onboarding activities and logistics for executive-level hires.
• Occasionally attend meetings as requested by executive leadership to provide administrative and operational insight, offer recommendations, and support effective communication and coordination across the organization.
• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information, while maintaining the highest level of discretion and professionalism.

Education & Qualifications

• Bachelor's degree preferred; equivalent combination of education and experience will be considered.
• Minimum 4 – 6 years’ experience supporting multiple executives simultaneously in a fast-paced environment is required.
• Accurate typing at 40 wpm.
• Intermediate to advanced knowledge of Microsoft Word and Outlook; Intermediate knowledge of Excel and PowerPoint strongly preferred.
• Extensive experience managing complex executive calendars, including coordinating and prioritizing meetings and resolving scheduling conflicts.
• Proficient in the use of Microsoft Teams and other virtual meeting platforms (i.e. Zoom, Webex) to schedule meetings, prepare meeting logistics, manage invites and troubleshoot basic technical issues.
• Exceptional business writing skills; ability to draft professional correspondence on behalf of senior executives.
• Demonstrate a high level of discretion by handling sensitive information with care and interacting with individuals in a professional, confidential and diplomatic manner.
• Possess strong problem-solving skills and be able to work calmly under pressure and handle the day-to-day challenges of a dynamic office environment.
• Ability to work independently and anticipate executive needs.
• Possess strong time management skills and be able to organize and prioritize effectively.
• Able to occasionally lift and move office materials weighing up to 10 pounds.
• Must be detail-oriented, possess strong time management skills and be able to organize and prioritize effectively.
• Able to remain stationary for extended periods while working at a computer.
• Able to occasionally lift and move office materials weighing up to 10 pounds.
• Must be able to work onsite, Monday – Friday from 9:00 am to 5:00 pm and have the flexibility to work additional hours as needed to support business demands and executive schedules.