Executive Administrative Assistant

*** This position is open to candidates that can work in a hybrid capacity out of our Pleasanton, California OR Aliso Viejo office locations. *** 

Title: Executive Administrative Assistant  

Welcome to Insurance Office of America – one of the nation’s largest and premier privately held insurance agencies! Recognized as a Top Workplaces USA Award winner, IOA’s commitment to both a rewarding culture and employee satisfaction is unwavering. Prioritizing a strong work/life balance, personal and professional growth, competitive benefits, and giving back to our community aren’t just clichés here – they’re a part of who we are. With a growing workforce and over 60 office locations across the US and Northern Ireland, we can confidently serve our clients with an unmatched standard of excellence. 

Want to learn more? Complete the application below and one of our talented recruiters will be ready to answer any other questions you may have. 

Job Summary 

Responsible for effective execution of all executive administrative assistant activities, including providing high-level administrative support; calendar management; clerical functions; training/directing administrative personnel; stewardship of financial and material resources; meeting all productivity, efficiency, quality, and service standards; professional development; IOA core values.

Essential Functions:
•    Effectively executes all assigned administrative duties with minimal supervision, meeting all performance requirements regarding production, quality, and service.
•    Delivers outstanding service at all times to internal and external stakeholders, including proactively anticipating needs, maintaining frequent and professional communication, and responding quickly to any service requests.
•    Demonstrates a strong work ethic, positive attitude, and willingness to assist others at all times.
•    Participates in the development of and consistently and accurately follows all administrative protocols, policies, and procedures.
•    Maintains Divisional/Regional President’s calendar.
•    Prepares and distributes agenda for and attends, records, and publishes minutes of Regional Leadership meetings.
•    Provides high-level administrative support, including periodically providing research, preparing reports, and handling information requests.
•    Performs all assigned clerical functions, including preparing correspondence, receiving visitors, arranging conference calls, making travel arrangements, scheduling meetings, and tracking and organizing business expenses.
•    Facilitate delivery of carrier reports to DP/RP/MP/Ops leads to drive awareness of Strategic Alliances performance to goals, profit sharing and incentive plans
•    Events support as requested 
•    Trains and provides direction for other administrative assistants as needed.
•    Travel as requested, needed, or directed to provide on-site training and technical support.
•    Develops, maintains, and demonstrates mastery of any technology required for efficient execution of assigned duties.
•    Demonstrates discretion and stewardship regarding all IOA financial and material resources.
•    Maintains the highest degree of professionalism and maturity, continuously representing IOA in positive light to all internal and external customers, staff, partners, and stakeholders.
•    Monitors individual performance to ensure productivity, efficiency, quality, and service standards are met, taking corrective actions when required.
•    Actively promotes IOA culture and a positive work environment at all times, including participation in team building and other activities.
•    Maintains frequent and transparent communication regarding individual performance and activities with supervisor.
•    Works effectively with others, gathering input and developing win-win solutions to any process, service, quality, or productivity issues.
•    Continually seeks to improve individual and team performance, including identifying, communicating and adopting best practices.
•    Complies with all company work rules, standards, and policies and procedures at all times.
•    Maintains a positive, uplifting, serving attitude.
•    Ensures professional skill