Senior Executive Assistant
4 days ago
Roslyn
The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities. Onsite in Roslyn, NY Monday – Friday, 9:00 AM – 5:00 PM, with flexibility to work additional hours as needed to support business demands and executive schedules. Essential Duties & Responsibilities Executive Support & Calendar Management • Provide high-level administrative support, including maintaining executive calendars, scheduling and prioritizing meetings, and resolving schedule conflicts., • Organize meeting materials and agendas for senior leadership in subject-matter binders on a timely basis., • Provide executives with all relevant materials in advance of scheduled meetings., • Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and expense reconciliation., • Receive executive-level time-off requests, present them for approval, update executive calendars, and process them in the HR management system. Communication & Liaison • Type correspondence, compose memos, draft reports, and answer/screen telephone calls for the department., • Serve as a primary liaison between executives, employees, clients, vendors, board members, and external business partners on day-to-day issues., • Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for executive review., • Distribute weekly and monthly industry newsletters via email to designated recipient lists., • Maintain cooperative, diplomatic, and professional communication with internal departments, external stakeholders, and insureds/policyholders. Board & Senior Leadership Coordination • Act as the primary liaison between Board Members and executive staff; schedule board meetings and communicate pertinent information as needed., • Compile and distribute Board Books for monthly meetings., • Complete and update Bio Affidavits for Board Members and senior staff, submitting required documentation for regulatory review, approval, and compliance., • Occasionally attend meetings at the request of executive leadership to offer administrative insight, recommendations, and operational support. Office & Financial Operations • Coordinate with executive staff to ensure smooth daily operations in the executive suite (greeting guests, managing incoming calls, and using judgment on day-to-day staff issues)., • Reserve, approve, and track the use of several shared conference rooms., • Manage general administrative tasks: filing, photocopying, scanning, faxing, and handling incoming/outgoing mail and express packages., • Coordinate with Finance to obtain timely wire transfer approvals and signatures on priority documents; process and submit check requests and invoice approvals through accounting software., • Reconcile monthly corporate credit card statements for senior leadership, preparing check requests alongside supporting receipts., • Coordinate policyholder and proxy mailings, including retrieving lists from IT, managing third-party printing approvals and deadlines, and tabulating/reporting proxy vote counts for annual meetings., • Manage office supply inventory for the executive area and pantry, ensuring spaces are stocked and prepared daily., • Act as point person for company printing requests (obtaining quotes, securing executive approval, placing orders, and processing vendor payments)., • Assist with onboarding activities and logistics for incoming executive-level hires., • Exercise exceptional judgment in handling confidential, sensitive, and proprietary information with complete discretion. Education & Qualifications • Education & Experience:, • Bachelor’s degree preferred (an equivalent combination of education and experience will be considered)., • Minimum of 4–6 years of experience supporting multiple executives simultaneously in a fast-paced environment required. Technical Skills: • Accurate typing speed of at least 40 wpm., • Intermediate to advanced proficiency in Microsoft Word and Outlook; intermediate proficiency in Excel and PowerPoint strongly preferred., • Proficient with virtual meeting platforms (e.g., Microsoft Teams, Zoom, Webex) to schedule meetings, manage logistics, and troubleshoot basic technical issues., • Professional Competencies:, • Extensive experience managing complex executive calendars, prioritizing competing demands, and resolving scheduling conflicts., • Exceptional business writing skills with the ability to draft professional correspondence on behalf of senior leaders., • High level of discretion, diplomacy, and emotional intelligence when handling confidential information., • Strong problem-solving skills; ability to work independently, anticipate executive needs, and remain calm under pressure., • Outstanding detail orientation, time management, and organizational skills.
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