[Hiring] Executive Assistant to the CEO @A-G Specialty Insurance, LLC

Role Description

Reporting directly to the Chief Executive Officer, the Executive Assistant to the CEO provides high-level administrative and organizational support that enables the CEO to focus on business priorities. The position manages email, calendars, travel and meeting logistics; anticipates needs; and ensures timely follow-through on commitments. This role serves as a professional point of contact for internal and external stakeholders and supports the executive team as needed, exercising sound judgment and discretion when handling confidential matters.

Essential Duties & Functions

• Manage the CEO’s email and incoming communications; prioritize requests, flag urgent matters, draft responses for review and follow up on outstanding items within delegated authority.
• Manage the CEO’s calendar, balancing meetings, travel, preparation time and competing priorities. Resolve scheduling conflicts and keep the CEO informed of changes and upcoming commitments.
• Coordinate the CEO’s business travel, including flights, hotels, ground transportation and detailed itineraries. Confirm meeting logistics and address travel changes as they arise.
• Coordinate executive meetings, including scheduling, agendas, materials, meeting spaces and virtual access. Record key decisions and action items and track follow-up through completion.
• Prepare, proofread and organize correspondence, presentations, reports and briefing materials. Gather information across departments so the CEO is prepared for meetings and decisions.
• Serve as a professional liaison between the CEO and employees, clients, brokers, carrier partners and other stakeholders, routing requests and communicating on the CEO’s behalf as authorized.
• Maintain confidential executive files, contact lists and records. Handle sensitive business, personnel and financial information with discretion and in accordance with company policies.
• Support the executive team as needed with scheduling, travel, meeting preparation and administrative coordination, while aligning competing requests with the CEO’s priorities.
• Coordinate logistics for executive retreats, leadership events and business engagements, including venues, vendors, catering and materials. Welcome and assist executive visitors.
• Track executive commitments, deadlines and assigned projects; proactively identify administrative needs, recommend process improvements and perform other related duties as assigned.
• Provides executive and administrative support to the VP of Client Services, as well as other members of the leadership team, as needed.

Job Skills

• Excellent organization, attention to detail and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including professional correspondence and proofreading.
• Sound judgment, discretion and the ability to handle confidential information appropriately.
• Ability to anticipate needs, solve problems independently and escalate matters appropriately.
• Professional interpersonal skills and the ability to work effectively with executives and stakeholders.
• Adaptability and composure when schedules, priorities or business needs change.
• Reliable follow-through, initiative and a service-oriented approach to executive support.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams, with the ability to learn travel, expense and CRM systems.

Qualifications

• Required Education: High school diploma or equivalent. An associate or bachelor’s degree in business administration or a related field is preferred.
• Required Experience: At least five years of progressively responsible administrative experience, including direct support of a senior executive. Experience managing complex calendars, business travel, confidential communications and competing priorities is required.
• Preferred Experience: Experience supporting a CEO or multiple executives, coordinating leadership meetings and events, and preparing executive materials. Experience in insurance, financial services or another professional services environment is beneficial.

Position Type and Expected Hours of Work

• This is a full-time, remote, exempt position. A-G’s regular office hours are 8:30 a.m.-5:00 p.m. Eastern Time.
• Flexibility may be required outside of regular business hours, including occasional evenings or weekends, to support the CEO’s schedule, travel changes, executive meetings and time-sensitive business needs.
• The role requires frequent communication and coordination with internal and external stakeholders.

Travel

• Occasional business travel may be required to support executive meetings, company events or other business needs.
• The position is responsible for coordinating the CEO’s travel arrangements and providing timely support for itinerary changes.

EEO Statement

A-G is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on the following protected classes: age (40 and older), race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, or any other status protected by federal, state, or local laws.