Job Title: Executive Assistant to the CEO, President, and COO
Location: Hybrid (New York/New Jersey)
Reports To: CEO, President, and COO
Type: Full-Time
Position Overview:
The Executive Assistant (EA) will provide high-level administrative support to the CEO, President, and COO of First Specialty Excess. This pivotal role will enhance the efficiency of the executive team, enabling them to focus on strategic leadership, business growth, and high-level decision-making. The EA will be responsible for managing complex schedules, coordinating travel, preparing documents, and facilitating internal and external communications across the executive team.
Key Responsibilities:
- Calendar and Schedule Management:
- Proactively manage and prioritize the calendars of the CEO, President, and COO, ensuring meetings, appointments, and events are well-organized.
- Coordinate internal and external meetings, ensuring all logistics are arranged and necessary materials are prepared.
- Anticipate scheduling conflicts and resolve them efficiently to keep the executives' schedules running smoothly.
- Communication Liaison:
- Serve as the primary point of contact for all internal and external communications, including emails and phone calls, on behalf of the CEO, President, and COO.
- Screen and prioritize communications, ensuring timely and appropriate responses from the executive team.
- Draft, proofread, and edit correspondence, reports, and presentations as needed.
- Travel Coordination:
- Arrange comprehensive domestic and international travel itineraries for the executive team, including transportation, accommodations, and agendas.
- Provide executives with all necessary travel information and ensure all logistical details are in place.
- Handle last-minute changes or cancellations, ensuring minimal disruption to travel plans.
- Event and Meeting Planning:
- Organize and coordinate high-level meetings, conferences, and events for the CEO, President, and COO.
- Prepare meeting agendas, distribute pre-meeting materials, and manage all logistical details.
- Take meeting minutes when required and track action items to ensure follow-up.
- Document Preparation and Management:
- Prepare, edit, and proofread business documents, including reports, presentations, and other correspondence.
- Ensure all documents align with the objectives of the CEO, President, and COO, and are completed in a timely manner.
- Maintain organized filing systems for easy retrieval of important documents.
- Confidential Information Handling:
- Manage sensitive and confidential information with discretion, ensuring compliance with company policies regarding data protection and confidentiality.
- Project Coordination and Support:
- Assist in planning and executing special projects for the executive team, ensuring deadlines are met and objectives are achieved.
- Collaborate with various departments to gather information and provide administrative support for business initiatives.
- Financial Administration:
- Process expense reports and assist with tracking budgets for the CEO, President, and COO.
- Handle invoicing and ensure timely payments to vendors and service providers.
- Office Management:
- Oversee daily office operations, including supply inventory, equipment maintenance, and office organization.
- Manage vendor relations and ensure that all office needs are met.
- Foster a positive and efficient office environment for the executive team.
- Human Resources Support:
- Assist with recruitment processes, including scheduling interviews and coordinating candidate communications.
- Support onboarding procedures for new employees and maintain personnel records.
- Assist with HR-related tasks and support the executive team in any HR functions as needed.
Qualifications:
Experience:
- Minimum of 5-7 years of experience as an Executive Assistant or in a similar administrative role, supporting senior executives (CEO, President, COO).
- Proven experience managing complex schedules and handling confidential information.
Skills:
- Exceptional organizational and time-management abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- High degree of professionalism and discretion in handling sensitive matters.
Education:
- Bachelor’s degree preferred but not required.
Compensation: Compensation will be based on experience. We offer a competitive salary and benefits package for the right candidate.
How to Apply:
- Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience. First Specialty Excess is an equal-opportunity employer.
