Executive Administrator

Description

About Us

DOXA was founded in 2016 to bring a refreshing change to the specialty insurance industry. Our mission is to create specialized programs and operations through business development and accretive acquisitions. DOXA’s award-winning approach accelerates growth and satisfaction of MGAs, MGUs, agents, carriers, wholesalers, affinity companies and start-ups. DOXA offers a dynamic and evolving work environment that provides employees with an opportunity for development and visibility into many aspects of the business.

We are seeking a Executive Administrator to support our executive team and corporate operations. This role involves managing complex calendars, coordinating executive-level events, handling office supply management, and supporting both on-site and remote team needs. Based in our Fort Wayne, IN corporate office, this highly visible position is ideal for a proactive, detail-oriented professional who thrives in a dynamic and collaborative environment.

Benefits

DOXA's compensation package includes vacation and sick compensation, health, dental, vision, life, and long-term disability insurance, and a matching 401(k) plan. 

Work Environment

DOXA Insurance Holdings offers a dynamic work environment and a collaborative culture. Our headquarters is located on the 10th floor of the Indiana Michigan building at 101 E. Washington in the revitalized downtown Fort Wayne, Indiana.

Key Responsibilities

1. Executive Calendar & Event Management

• Manage calendars for executive team members, coordinating both internal and external meetings.
• Resolve scheduling conflicts and ensure efficient time management.
• Arrange meetings at industry events and conferences involving multiple stakeholders.
• Serve  as a liaison for meeting invitations, keeping participants informed of updates and changes.

2. Office Supply & Facilities Coordination

• Oversee supply management for the Ft. Wayne corporate office, including tracking and ordering office supplies, snacks, beverages, cleaning materials, etc. 
• Place and manage orders via vendors such as SHIPT, Amazon, and Quill.
• Stock supplies upon delivery and maintain organized storage.
• Collaborate with the accounting team to manage receipts and expense tracking.

3. Event and Meal Coordination

• Plan and manage logistics for team lunches, dinners, and special events.
• Handle catering orders and oversee setup and cleanup of meal service areas.
• Coordinate restaurant reservations for team events and executive travel.

4. Conference Room Oversight

• Maintain conference rooms in Ft. Wayne and Chicago, ensuring they are clean, organized, and fully stocked.
• Coordinate room usage with both on-site and remote personnel.

Requirements

• Minimum of 5 years of experience as an Executive Administrator.
• Strong  organizational skills and attention to detail.
• Proficiency  in Microsoft Office Suite, particularly Outlook and Excel.
• Excellent verbal and written communication skills.
• Demonstrated ability to manage stakeholders and influence without authority.
• Self-starter with a strong sense of ownership and commitment to continuous improvement.
• Associates or Bachelors degree preferred.