We are seeking an Executive Assistant to the Division President to join our fast-paced, growing company for nearly 100 years in the insurance industry. Our company has been passionate about serving our customers and providing them peace of mind and protection when they need it the most. Come build your career here, along with other positive, hard-working, talented professionals—just like you!

JOB SUMMARY

The Executive Assistant provides high-level administrative support to the President, ensuring efficient operation. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant acts as a liaison between the President, internal teams, and external stakeholders, handling sensitive information with the utmost confidentiality. The Executive Assistant will also manage at least three administrative professionals, providing leadership, guidance and oversight of their daily activities. 

RESPONSIBILITIES

Administrative Team Management:

• Manage, supervise, and support at least three administrative professionals, ensuring effective workflow, professional development, and high-quality service delivery.

Calendar & Schedule Management:

• Manage and coordinate the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Proactively resolve scheduling conflicts and prioritize requests.
• Communication & Correspondence:
• Serve as the primary point of contact for internal and external communications on behalf of the President.
• Draft, review, and edit correspondence, presentations, and reports.
• Screen and direct phone calls, emails, and other inquiries.
• Meeting & Event Coordination:
• Organize and prepare materials for meetings, presentations, and events.
• Attend meetings, take minutes, and track action items as needed.
• Coordinate logistics for meetings, offsites, and special events.

Project & Task Management:

• Assist with project tracking, follow-up on deliverables, and ensure deadlines are met.
• Conduct research and compile data for reports and presentations.

Travel & Expense Management:

• Arrange complex domestic and international travel itineraries.
• Prepare and process expense reports in a timely manner.

Confidentiality & Discretion:

• Handle sensitive information with integrity and confidentiality.
• Exercise sound judgment in all interactions and communications.
• Other Duties:
• Support ad hoc projects and initiatives as assigned by the President.
• Maintain office supplies and manage vendor relationships as needed.
• Manage the receptionist in the Chicago and Columbia offices. 

QUALIFICATIONS & SKILLS

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
• Ability to work independently and as part of a team.
• High level of professionalism, discretion, and integrity.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills. 
• Strong attention to detail and problem-solving skills.

EDUCATION & EXPERIENCE

• Bachelor’s degree or equivalent experience preferred.
• Minimum of 5 years of experience supporting senior executives, preferably in a corporate environment.

WORK ENVIRONMENT

• Standard office environment with occasional travel required.
• May require extended hours during peak periods.