Senior Executive Assistant

Are you looking to make an impactful difference in your work, yourself, and your community? Why settle for just a job when you can land a career? At ICW Group, we are hiring team members who are ready to use their skills, curiosity, and drive to be part of our  journey as we strive to transform the insurance  carrier space. We're proud to be in business for over 50 years, and its change agents like yourself that will help us continue to deliver our mission to create the best insurance experience possible.

Headquartered in San Diego with regional offices located throughout the United States, ICW Group has been named for seven consecutive years as a Top 50 performing P&C organization offering the stability of a large, profitable and growing company combined with a focus on all things people. It's our team members who make us an employer of choice and the vibrant company we are today. We strive to make both our  internal and external communities better everyday!

PURPOSE OF THE JOB

The purpose of the Senior Executive Assistant is to support the business by providing executive-level administrative and project management support.  This position exists to sustain Company executives including and others as assigned maximizing executive productivity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manages executive calendars, visitors and meetings.

• Schedules meetings and appointments for all assigned executives considering appropriateness of executive presence and ensuring adequate time to cover subject material.

• Monitors executive calendars to ensure sufficient time is booked between appointments and for “desk time” to maximize executive’s efficiency and convenience.  In alignment with executive preferences, monitors meetings’ and appointments’ timing to ensure executive remains on schedule.

• Coordinates meeting arrangements including location, refreshments, A/V and other logistics.  Ensure meeting notices, agendas, materials and reminders are sent to invitees on a timely basis.

• Prepares for visitors by providing any relevant information to executive as needed in advance of appointment.  Greets visitors and provide amenities. 

Schedules travel for executives or others as requested.

• Prepares draft itinerary and finalizes with executive approval.

• Makes travel reservations ensuring executive preferences and ease of travel are maximized.

• Gathers materials, as necessary, to prepare executive for travel and provides in advance of trip.

• Regularly checks via phone and/or email with travelers to ensure expectations are met, resolve problems, make changes, etc. across all travel days.

• Reconciles all travel expenses, prepares expense reports and submits on a timely basis.

Provides confidential project management for executive initiatives and projects.

• Manages projects and initiatives using executive SharePoint site.

• Tracks project progress, assignments, and timelines.

• Prepares documents, reports and presentations at the direction of the executives.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

EDUCATION, EXPERIENCE AND SKILLS

• Associate's degree from a two-year college or university preferred in Business Administration or related field.

• Minimum 5 years of executive-level administrative experience required.

CERTIFCATES, LICENSES, REGISTRATIONS

Project management or other related Administrative certifications preferred

KNOWLEDGE AND SKILLS

• Ability to effectively present information and respond to questions from executives, groups of managers, clients, customers, and the general public.

• Ability to deal with problems involving several concrete variables in standardized situations.

• Demonstrated ability to manage confidential information in a discreet and professional manner.

• Demonstrated experience with Microsoft Office Suite including Word, Excel, PowerPoint, SharePoint, and OneNote.

• Excellent written and verbal communication and interaction skills with internal/external.

• Strong project management and strategic planning skills.

• Strong organizational skills with attention to detail.

• Ability to interact with all levels of team members and leadership and engage and participate during events.

PHYSICAL REQUIREMENTS

Office environment – no specific or unusual or environmental demands and