FBS - Executive Assistant

Our Client is one of the United States’ largest insurers, providing a wide range of insurance and financial services products with gross written premiums well over US$25 Billion (P&C). They proudly serve more than 10 million U.S. households with more than 19 million individual policies across all 50 states through the efforts of over 48,000 exclusive and independent agents and nearly 18,500 employees. Finally, our Client is part of one the largest Insurance Groups in the world.

Team Function:

• The executive assistant provides moderate to advanced, often confidential support to company executives by handling information requests and performing clerical functions such as preparing correspondence, receiving visitors and phone calls, arranging conference calls and managing calendars (including booking travel) for one or more executives as assigned.
• Uses judgment and initiative to determine the action necessary to manage both routine and unusual situations.

Role Description:

• Excellent written and verbal communication skills;
• Strong organizational and time-management abilities;
• Attention to detail and accuracy;
• Proficiency with office software (e.g., Microsoft Office Suite: Word, Excel, Outlook, PowerPoint);
• Ability to handle confidential information with discretion;
• Problem-solving and multitasking skills.
• Greets internal and external customers; handles general inquires; refers more complex inquiries to appropriate department or individual;
• Uses good judgment and operates with a customer-centric approach to problem solving;
• Organizes executive’s calendars and prioritizes requests as needed;
• Schedules and coordinates meetings, appointments and other activities;
• Contacts individuals to communicate schedule changes;
• Assists in compiling meeting agendas and speeches, etc;
• Compiles and analyzes basic information for inclusion in reports or presentation materials, at the direction of executive;
• Helps to prepare charts, graphs, tables, as necessary;
• Uses discretion in answering and screening telephone calls and emails as appropriate;
• Receives and assigns incoming mail to appropriate individual;
• Retrieves files and materials needed to address action items in mail/emails Maintains records, confidential files, and hold/diary system;
• Does follow-up work as needed. May requisition, distribute and maintain supplies;
• Prepares expense reports and handles payments for expense items;
• May back up other Executive Assistants as needed.

Total Work Experience

• Minimum Required: 1-3
• Preferred: 4-6

English Proficiency

• Minimum Required: Fluent

Required Education

• Minimum Required: High school diploma or equivalent required

• Preferred: Bachelor

Other Critical Skills

• Outlook - Intermediate
• Typing - Intermediate

Software / Tool Skills

• Office Suite - Advanced

1. Competitive salary and performance-based bonuses
2. Comprehensive benefits package
3. Career development and training opportunities
4. Flexible work arrangements (remote)
5. Dynamic and inclusive work culture within a globally renowned group
6. Private Health and Dental Insurance
7. Pension Plan
8. Meals tickets
9. Life Insurance