The ideal candidate will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Primarily ensures multiple strategic and operational tasks find success
Essential Job Functions:
Manage email inboxes by promptly crafting appropriate responses and alerting the CEO/Owner to important messages.
Coordinate calendar, travel logistics, and necessary documents for the CEO/Owner, solving any conflicts calmly and collaboratively.
Streamline internal communications between the executives and other stakeholders, attend internal meetings, and record minutes.
Support CEO/Owner with business growth and revenue: attend sales meetings and demos, help onboard and transition new clients, chase proposals.
Assist the CEO/Owner in managing high-level projects and move along action items with multiple internal departments.
Assist the CEO/Owner with any other day-to-day or personal tasks, as needed.
Handle confidential and non-routine information.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
Company Fleet Administration
Organize and track a high volume of insurance claims.
Ensure proper documentation and follow-up for all claims
Event Coordination
Assist in planning and executing corporate events and meetings
Keep track of insurance policies and registrations for company vehicles
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Manages day to day calendar(s), including organizing meetings, coordinating with attendees for any schedule changes.
Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
Prepare and review materials and correspondence for meetings.
Assist with creation/modification of presentations, spreadsheets, and other various documents.
Make travel arrangements for executives - Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
Prepares, reconciles, and tracks expense reports for CEO/Owner and various team members
Assists in ad-hoc reports special projects as needed.
Trains, coaches or guides other administrative staff when required.
Answer phone calls and direct calls to appropriate parties or take messages.
Miscellaneous duties/projects as directed/assigned.
The job description is not an all-inclusive list of functions and tasks. Job functions may be added, deleted, or modified at any time by the company without prior verbal or written notification.
Required Qualifications:
Bachelor's degree in Business Administration or related field preferred
3+ years of experience as an executive assistant, preferably supporting C-level executives
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent written and verbal communication skills
Strong organizational and time management abilities
Ability to maintain confidentiality and exercise discretion
Detail-oriented with a proactive approach to problem-solving
Equivalent combination of education and experience considered
Preferred Background
Experience as a paralegal or insurance claims administrator
Familiarity with legal documentation and processes
Knowledge of vehicle insurance and registration processes
Experience in searching for and retrieving legal documents from court systems, including understanding of legal terminology and court filing procedures
Required Skills
Exceptional interpersonal skills and professional demeanor
Ability to work independently and manage multiple priorities
Strong decision-making and critical thinking skills