Executive Assistant (hybrid, Austin, TX)

Who We Are

NFP, an Aon Company, is a multi-year Best Places to Work award winner in Business Insurance who has also earned the 5-Star Diversity, Equity and Inclusion (DEI) award from Insurance Business magazine and the WORK180 employer endorsement. We are an organization of consultative advisors and problem solvers. We help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. To learn more, please visit: https://www.NFP.com.

Summary of role:

This Executive Assistant role (EA) is important to the success of the executives (a small team of aprox 3) and as a result, to the company. As the EA, you will be responsible for performing a wide variety of complex, diverse, sensitive and confidential administrative functions while providing overall support and information management.  

This is a full-time position working from our Austin, TX office. We are flexible in offering a hybrid schedule with 3-4 days in the office (other days from home), after sufficient training.

Essential Duties and Responsibilities:

• Manage heavy, complex and frequently changing schedules for executive(s), keeping their calendars, and coordinating various company and team meetings, and also meetings with outside companies, carriers, etc. Work closely with the team as well as our firms, carriers, etc. This includes preparing/gathering documents and all logistics of meetings.
• Schedule internal and external meetings and coordinates logistics for meetings/lunches. Reserve meeting space and preparing the conference room with audio-visual technology as required, as well as any meals needed.
• Prioritize and answer and respond to phone calls, communicate messages and information for the executives.
• Responsible for handling all aspects of the PF Advisory Board meetings, calls, and helping with various study group and carrier meetings as well.
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations. Perform all duties pertaining to the meeting.
• Compile and help modify presentations, spreadsheets and other various documents as requested.
• Process invoices, and maintain various records, documents, expense reports, etc.
• Handle all confidential business matters and work independently on special assignments.
• Handle personal matters as necessary.
• Commitment to culture requires a demonstration of professionalism, accountability, customer/client focus and teamwork.
• Provide a bridge for smooth, accurate communication between the executives and internal departments and to the firms; demonstrating leadership to maintain credibility, trust and support.
• Actively coordinate with other administrative support team associated with NFP Austin.
• Other duties as assigned.

Knowledge, Skills, and/or Abilities:

To perform this job successfully, must be able to perform each essential duty satisfactorily.  Must also have excellent verbal and communication skills and strong decision-making ability is essential.  Must have the ability to interact diplomatically and professionally, while maintaining the highest level of confidentiality. The ability to work independently and multi-task is crucial. Exceedingly well organized, flexible and able to prioritize in a fast-paced environment is key. The ability to manage multiple priorities.

Essential Duties and Responsibilities/Key Competencies:

• Must be able to work from our Austin, TX office as required. Must have flexibility on work hours and schedule to accommodate urgencies/priorities
• Must be an advanced user in Microsoft Outlook, Word, and PowerPoint, and proficient in Excel
• Excellent written communication skills – writes clearly; edits work for spelling and grammar; varies writing style to meet needs; presents numeric data effectively; able to read and interpret written information
• Be a self-starter and have the ability to make sound independent decisions
• Ability to successfully interact with a variety of people/personalities
• Detailed Oriented: Someone who pays attention to the details and can make connections between cause and effect
• Strong Communication Skills: Someone who can effectively communicate both verbally and in writing
• Results Orientation: Someone who is bottom line oriented and knows how to steadily push themselves and others for results
• Organizational Skills: Knows what is important and can prioritize accordingly.  Establishes priorities systematically with the