Executive Assistant

About the Role

We are looking for a dedicated Executive Assistant to support senior leadership by managing daily executive and office operations. This role serves as an essential extension of our executives, ensuring their schedules, communications, and priorities are efficiently managed to enable seamless business functioning.

Key Responsibilities

• Deliver comprehensive administrative assistance to the EVP, Group Head of Benefits, and other designated leaders as a dependable partner managing daily operations and priorities.
• Oversee intricate and frequently updated calendars, prioritizing meetings and strategic engagements effectively.
• Organize leadership and management meetings, client sessions, and off-site events, including preparation of agendas, presentations, and follow-ups.
• Draft, review, and manage correspondence, reports, presentations, and other essential documents for executive leadership.
• Handle travel logistics such as bookings, itineraries, accommodations, and expense reports.
• Monitor key deliverables and deadlines, ensuring timely completion and follow-through.
• Act as a liaison for executives with internal and external stakeholders, maintaining confidentiality and professionalism.
• Support special projects and business initiatives as assigned.
• Maintain discretion and sound judgment when handling sensitive information.
• Proactively anticipate executive needs and suggest improvements to enhance administrative efficiency and organization.
• Collaborate with Human Resources and Social Committee to plan and execute cultural and social activities, including events, recognition programs, and team building.
• Coordinate workplace culture initiatives, employee events, and office functions as the primary organizer.

Required Experience and Skills

• Minimum eight years of executive assistant experience supporting senior or executive-level leaders in a corporate environment.
• Proven expertise in handling complex schedules, executive-level priorities, and confidential materials.
• Experience in managing corporate events or workplace programs is advantageous.
• Capability to work independently and efficiently in a fast-changing environment.
• Advanced skills in Microsoft 365 applications including Outlook, Teams, Word, Excel, and SharePoint, plus basic audiovisual and conference room setup knowledge.
• Exceptional organizational and project management skills with meticulous attention to detail.
• Excellent verbal and written communication abilities.
• Strong professionalism, sound business judgment, and discretion.
• Resourceful and proactive problem solver capable of juggling multiple competing priorities.
• Ability to build productive relationships and influence stakeholders at various organizational levels.
• Strong skills in event planning, vendor coordination, and budget management.
• Physically able to carry or move items up to 25 pounds and comfortable with mail runs and setting up rooms.
• A proactive, hands-on approach suited to a rapidly growing organization.