Executive Assistant - Insurance Advisory Solutions

The Sr Executive Assistant performs administrative tasks as assigned by one of the partners or Director of Operations. Tasks include generating reports, consolidating data, researching information, managing calendars and creating documents using software, particularly MS Office Suite products.

Principal Responsibilities:

• Assists in collecting data necessary to prepare personal financial statements, tax filings, etc.
• Communicates with insurance company partners, colleagues and clients on behalf of the organization’s partners.
• Coordinates travel arrangements – flights, rental cars, hotel and restaurant reservations, etc.
• Coordinates logistics for holding the organization’s seminars and retreats.
• Follows up on inquiries made of the partners and the corresponding communications response.
• Takes meeting minutes at bi-weekly Operations meetings and follows up on decisions taken to address issues raised.
• Participate in document review with the team for creating high quality accurate workflows, how to documents and reports.
• Assists with business segment projects as assigned.
• Manages and organizes partners’ files, phones and mail according to the partners’ needs.
• Manages partners’ calendars by scheduling meetings, conference calls and resources and adjusting thereto when necessary.
• Completes partner monthly expense reports.
• Prepares PowerPoint presentations – Operations projects, calendar events, financial updates, etc.
• Prepares meeting agendas and attends meetings to take notes and follow up on actions to be taken, tasks to be assigned.
• Takes meeting minutes at monthly and quarterly organization meetings.
• Prepares a variety of correspondence, generates reports, and may, on occasion, participate in the audit of client accounts
• If necessary, drives partners to and from the airport, meetings, invitations, etc.

Education, Experience, Skills and Abilities Requirements:

• Must possess an undergraduate degree or a minimum of three years’ experience as an assistant to a senior executive, or an equivalent combination of education and work experience.
• Advanced knowledge of MS Office suite.
• Ability to learn any other appropriate program or software system used by the firm as necessary (Epic systems).
• Excellent interpersonal and organizational skills.
• Is discrete and demonstrates the understanding of what it means to keep information confidential
• .Is capable of meeting performance expectations in a dynamic, at times, high-pressure and challenging, work environment.
• Demonstrates the organization’s core values, exuding behavior aligned with the corporate culture.

Special Working Conditions:

• As above.

Important Notice:

• This position description is intended to describe the level of work required of the person performing in the role and is not a contract. The essential responsibilities are outlined; other duties may be assigned as needs arise or as required to support the organization. All requirements may be modified to reasonably accommodate physically or mentally challenged colleagues.

Click here for some insight into our culture!

The Baldwin Group will not accept unsolicited resumes from any source other than directly from a candidate who applies on our career site. Any unsolicited resumes sent to The Baldwin Group, including unsolicited resumes sent via any source from an Agency, will not be considered and are not subject to any fees for any placement resulting from the receipt of an unsolicited resume.