Executive Administrative Assistant

Job Summary:

The purpose of this position is to provide comprehensive administrative support to one or more members of the executive leadership team, specifically those who report directly to the CEO. This role is integral in ensuring the efficient operation of the executives’ daily activities by managing schedules, coordinating communications, organizing meetings, and handling various administrative tasks with a high level of professionalism and confidentiality. This position is an onsite role; employees must live within a 50-mile radius of the Tallahassee office.

Job Duties:

• Liaison and administrative support for a member of the Executive Leadership Team. Act as the point of contact among executives, employees, clients and other external partners. Organize and coordinate meetings, activities, commitments and responsibilities of the executive. Take meeting notes and minutes. Manage information flow in a timely and accurate manner. Assist with programmatic initiatives. Manage complex calendar scheduling, answer and direct calls, take messages, receive and direct internal and external partners. Open, sort and distribute incoming correspondence, including email. Facilitate internal email communications. May assist with internal website maintenance.
• Maintain awareness of division’s support needs and promptly manage those needs. Act as a “barometer” having a sense for the issues taking place within the division and act as principle contact for the division administrative and support needs. Coordinate divisional program activities and support division’s strategic initiatives. May manage division’s Employee of the Month and other employee-focused programs.
• Plan and organize committee meetings, divisional Town Halls, off-sites and other significant Corporate and division events, as well as leading work teams. Includes coordinating all logistics for the meetings and events, creating presentation materials including charts and graphs, disseminating meeting materials, posting meeting notices to appropriate external sites, taking official minutes, preparing minutes and following up on action items.
• Research and compile data. Create and maintain spreadsheets, presentations and databases. Analyze data, identify and research any discrepancies in data. Prepare and distribute reports to senior management team, including reporting related to expenses and budget for the department.
• Creates, processes and maintains records of division expense reports, requisitions and purchase orders. Organizes and maintains corporate and divisional documents and data. Duties may include project management and contract management. Coordinate travel arrangements, and provide back-up administrative support for division management as needed. May be asked to participate on committees or take on special projects and other duties as needed.

Required Education and Experience: 

• High School Diploma | GED
• Associate/Technical Degree OR 2 years relevant experience, OR a combination of both college and experience equivalent to 2 years

AND

• 6+ years administrative experience at the senior level supporting upper management, experience working with boards or committees, executive meeting preparations.

Preferred Experience/Education:

• 7+ years of experience in a corporate setting supporting upper/executive management teams.
• Experience with Access/Visio/Microsoft Project.
• Experience working in the insurance industry.

Knowledge Skills and Abilities:

• Advanced knowledge office equipment, printers, fax machines.

• Advanced knowledge and proficiency of all Microsoft Office Products, Word, Excel, PowerPoint, Adobe Acrobat. Complex calendar management in Outlook.

• Strong communication skills, both verbally and in writing. Emotional maturity and demonstrated versatility and flexibility.

• Strong attention to detail and organizational skills.

• Ability to multitask, prioritize work, meet deadlines and coordinate projects. Highly resourceful and proactive.

• Demonstrated professionalism and discretion when handling confidential materials and highly sensitive matters.

• Ability to build working relationships with stakeholders, including staff, management, board members and external partners.

• Strong presentation skills, and ability to interact effectively with all levels of management, as well as Board members.

• Strong interpersonal skills. Must be a team player.

• Analytical and quantitative skills.

• Strong problem solving and decision-making skills and techniques

• Ability to work both independently and as part of a team or workgroup.

• Demonstrated skills around meeting planning, records management, travel and project management.

Citizens is proud to be an Equal Opportunity Employer. 

Visa sponsorship is not available for this position.

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