"Alerted.org

The Senior Executive Assistant will provide comprehensive administrative support for multiple senior executives. This role requires a professional who thrives in a fast-paced environment, anticipates needs, and manages competing priorities with discretion and efficiency. The ideal candidate will have exceptional communication skills, meticulous attention to detail, and the ability to handle sensitive information with the highest level of confidentiality.

Accountabilities:

+ Manage complex calendars for 3–5 senior executives, proactively anticipating and resolving scheduling conflicts, prioritizing meeting requests, and strategically protecting executives’ time. Coordinate appointments, events, and recurring commitments across multiple time zones with attention to preparation time, follow-up needs, and critical deadlines.

+ Maintain awareness of the organizational calendar to help identify potential scheduling conflicts and opportunities for executive participation.

+ Coordinate travel arrangements, including researching and booking flights, accommodations, ground transportation, and other logistics. Prepare detailed travel itineraries, ensure all travel documents are in order, and adjust plans quickly in response to changes or disruptions.

+ Prepare, process, and reconcile expense reports accurately and in compliance with company policies, ensuring timely submission and proper coding for financial reporting. Track outstanding reimbursements and follow up as needed.

+ Organize and support meetings by preparing agendas, gathering and distributing relevant materials in advance, reserving meeting spaces or setting up virtual platforms, and providing technical support during meetings. If requested, capture detailed notes and track action items to ensure follow-through.

+ Serve as a primary point of contact between executives and internal/external stakeholders, demonstrating professionalism, discretion, and excellent judgment in all communications.

+ Monitor and follow up on open tasks and action items, ensuring executives are prepared for upcoming meetings, deadlines are met, and projects stay on track.

+ Handle sensitive and confidential information with the highest level of integrity, ensuring secure handling and discretion at all times.

+ Assist with special projects, presentations, and operational initiatives as assigned, providing research, data compilation, and logistical coordination to support company goals.

+ Provide backup support to the Executive Operations Manager during absences or high-volume periods, ensuring continuity of executive support, office operations, and internal communications.

+ Assist EOM in planning and execution of corporate events, including leadership meetings, employee gatherings, client functions, and community engagement activities. Coordinate logistics, manage vendor relationships, and ensure events run smoothly and reflect the company’s brand and culture.

+ Assist in identifying opportunities to streamline administrative processes and improve efficiency.

Qualifications:

+ 5 years of executive administrative experience, preferably in financial services, insurance, or a related industry.

+ Proven ability to manage multiple calendars and high-volume scheduling.

+ Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Teams).

+ Exceptional organizational and time management skills.

+ Strong written and verbal communication skills.

+ Ability to work independently, anticipate needs, and make sound decisions.

+ High level of professionalism, discretion, and confidentiality.

Compensation:

+ $55,000 – $80,000 commensurate with experience, plus bonus eligibility

Benefits:

We are proud to offer a robust benefits suite that includes:

+ Competitive base salary plus incentive plans for eligible team members

+ 401(K) retirement plan that includes a company match of up to 6% of your eligible salary

+ Free basic life and AD&D, long-term disability and short-term disability insurance

+ Medical, dental and vision plans to meet your unique healthcare needs

+ Wellness incentives

+ Generous time off program that includes personal, holiday and volunteer paid time off

+ Flexible work schedules and hybrid/remote options for eligible positions

+ Educational assistance

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