Executive Assistant

Description:

Aspire General Insurance Company and its affiliated general agent, Aspire General Insurance Services, are on a mission to deliver affordable specialty auto coverage to drivers without compromising outstanding service.

Our company values can best be described with ABLE: to always do the right thing, be yourself, learn and evolve, and execute. Join our team where every individual takes pride in driving their role for shared success.

JOB SUMMARY: An Executive Assistant plays a crucial role in supporting senior executives or high\-level management within the organization. The Executive Assistant responsibilities are diverse and often require a high level of discretion, organization, and communication skills. The Executive Assistant performs the essential functions of the position, which includes but is not limited to duties as described below:

Calendar Management:

• Maintain and manage executive schedules, including arranging meetings, appointments, and travel.
• Coordinate and prioritize daily appointments, ensuring efficient time management.

Communication and Correspondence:

• Act as the primary point of contact between the executive(s) and internal/external clients and vendors.
• Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s).
• Screen incoming calls and emails, redirecting or responding as appropriate.

Meeting Coordination:

• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings, take minutes, and follow up on action items.
• Arrange and manage logistics for both in\-person and virtual meetings.

Travel Arrangements:

• Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and ensure timely reimbursement processing.

Project Support:

• Assist in the planning and execution of special projects and initiatives.
• Manage and track project deadlines, ensuring timely completion.

Office Management:

• Oversee the executive office’s administrative functions, including maintaining office supplies, equipment, and ensuring a professional office environment.
• Coordinate in office visits for staff, coordinating with IT to ensure proper equipment set up.
• Oversee usage and coordination of the Company Sprinter Van.
• Handle confidential and sensitive information with discretion.

Relationship Management:

• Build and maintain positive relationships with the Senior Leadership team, upper management, including clients, partners, and team members.
• Represent the executive(s) in a professional manner during interactions with various parties.

Requirements:

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience:

• Minimum of 5 years of experience in an executive assistant or similar administrative role.
• Experience supporting C\-level executives or senior management is required , CEO preferred

Skills:

• Exceptional organizational and time management skills.
• Must be able to work in a fast paced environment
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle multiple tasks and prioritize effectively in a fast\-paced environment.
• High level of discretion and confidentiality.
• Demonstrated technical proficiency
• Strong interpersonal skills and ability to interact with diverse groups of people.
• Experience coordinating complex, high level travel arrangement s

WORKING CONDITIONS:

• This is an exempt position which complies with an alternative work schedule when applicable.
• The office is that of a highly technical company supporting a paperless environment.
• Primarily office\-based, with occasional remote work flexibility depending on company policy.
• Occasional travel required
• Vision abilities to work at close range and with small print.
• Physical efforts required include, but may not be limited to, repetitive small motor activity, grasping, ability to sit for extended periods of time; up to 6\-8 hours per day.