Executive Assistant

 

 

Job Summary

 

Provides the full range of administrative support to assigned executive member of the Executive Committee and department. Independently completes a variety of special projects, including reports and analyses. Acts as a communications liaison representing the executive’s office to all levels of employees internally and externally, handling highly sensitive, confidential, and/or complex matters. May additionally provide administrative support to other managers/staff.

 

Responsibilities 

 

• Manage complex calendars for the Chief Operating Officer and Executive Vice President, CFO involving multiple time zones. Managing and balancing conflicting priorities professionally and efficiently.
• Coordinate complex domestic and international travel arrangements, which include flights, car service, dinner reservations, colleague and client meetings, etc.
• Assist in scheduling, tracking and coordinating internal and external meetings or events, help prepare presentation materials.
• Order supplies for the office and retrieve guests/deliveries from lobby
• Complete online expense reimbursement forms and track reimbursements
• Assist with special projects as needed; proactively anticipate work assignments whenever possible
• Maintain confidentiality of all sensitive and confidential issues
• Maintain a high level of professionalism in dealing with all business matters
• Manage team related inquiries and serve as key point of contact
• Help ensure requests are responded to in a timely manner, using superb judgment to assist and make decisions with minimal supervision
• Build and maintain high level of collaboration/partnership with other administrative staff across the organization and executive leadership team for mutual success
• Screen and manage telephone and email inquiries and requests for the COO and EVP CFO
• Develop presentations, templates, graphics, and chart inputs at the highest professional standards. Proofread, and edit presentations/documents as needed

 

Requirements

 

• Associates Degree or Technical or specialized knowledge or equivalent, related experience. Bachelor’s Degree strongly preferred.
• A minimum of 5-7 years of experience in a professional, corporate environment supporting senior professionals.
• Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel).
• Highly organized, proactive mindset and willingness to go the extra mile.
• Excellent interpersonal skills; displays an awareness of dealing with sensitive issues and/or confidential information; discretion in dealing with people from all levels.
• Ability to prioritize effectively and juggle multiple urgent tasks.
• Ability to work independently with minimal supervision with strong follow-through skills
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple deadlines and competing priorities, while keeping organized, efficient, positive and focused.
• Desire to proactively partner with Administrative peers for efficiency and effectiveness in supporting senior-level individuals.
• Drive to provide best in class support to leaders, enabling their success and the success of the team/company.
• Strong attention to detail and data accuracy.
• Can do attitude with a willingness to “pitch in”.
• Personal desire to succeed and grow with a thriving company.
• Bilingual (Spanish/English) skills are a plus

 

 

 

If you require an accommodation for a disability so that you may participate in the selection process, you are encouraged to contact the MAPFRE Insurance Talent Acquisition team at talentacquisition@mapfreusa.com.

We are proud to be an equal opportunity employer.