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About the Role

The Executive Assistant provides high-level administrative and operational support to multiple senior executives, serving as a strategic partner to ensure efficient day-to-day operations, effective communication, and seamless coordination of business activities.

Responsibilities

• Provide Executive level administrative support including maintaining executive calendars, scheduling and prioritizing meetings, and resolving schedule conflicts.
• Type correspondence, reports, compose memos, and answer/screen telephone calls.
• Coordinate with Executive Staff to ensure smooth running of the Executive area, including answering phone calls, greeting guests, and assisting with day-to-day issues.
• Perform administrative duties such as filing, photocopying, scanning, faxing, opening/distributing mail, and preparing FedEx shipments.
• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for Executive level review.
• Serve as a liaison between executives, employees, clients, vendors, board members, and external business partners.
• Provide Executives with all relevant material for meetings in advance.
• Organize meeting materials/agendas for President & COO in office binders by subject matter.
• Act as liaison between Board Members and Executive Staff; schedule board meetings and communicate pertinent information.
• Compile Board Books for distribution to board members for monthly meetings.
• Complete Bio Affidavits for Board Members and other Senior Staff, periodically inquiring for updates.
• Submit Bio Affidavits to Third-Party Verification Company for review/approval/submission to NYS DFS.
• Assist with Subscriber mailing to policyholders and proxy mailing, including obtaining lists, submitting documents for printing, approvals, and mailing deadlines.
• Record and provide a precise count of returned proxy cards to the President and CEO for the Annual Subscriber Meeting.
• Schedule and coordinate internal and external meetings, board meetings, committee meetings, and executive events, including catering.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and reconciling expense reporting.
• Act as point person for all printing requests, including receiving requests, obtaining quotes, securing approval, placing orders, and preparing payments.
• Act as contact person for reserving, approving, and tracking the use of conference rooms.
• Work closely with Finance on coordinating and obtaining timely wire approvals by the Executive team, including obtaining signatures on priority documents.
• Submit check requests/payments to be made and approved in Beanworks.
• Approve invoices in Sage / Quadient.
• Manage and reconcile WB Mason book of business for all departments; notify staff of deliveries and collect paperwork.
• Order office supplies for the Executive area, including keeping the Executive Team and pantry area stocked and displaying items daily.
• Receive senior level requests for time off, present to the Executive team for approval, and approve/deny requests in ADP.
• Reflect and keep up-to-date all time off on Executive team calendars.
• Receive notification of refund requests via OnBase; document information and provide to President/COO for approval.
• Act as contact person for EmPRO International to obtain signatures from the Executive team.
• Reconcile monthly TD Bank statements for CEO and President and prepare check requests with backup receipts for submission to Finance A/P.
• Distribute weekly MPL newsletter via email.
• Distribute monthly Medical Liability Monitor via email.
• Assist with onboarding activities and logistics for executive-level hires.
• Occasionally attend meetings as requested by executive leadership to provide administrative and operational insight, offer recommendations, and support effective communication and coordination.
• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information with discretion and professionalism.
• Other duties as assigned.

Requirements

• Minimum 4 – 6 years’ experience supporting multiple executives simultaneously in a fast-paced environment is required.
• Accurate typing at 40 wpm.
• Extensive experience managing complex executive calendars, including coordinating and prioritizing meetings and resolving scheduling conflicts.
• Exceptional business writing skills; ability to draft professional correspondence on behalf of senior executives.
• Demonstrate a high level of discretion by handling sensitive information with care and interacting with individuals in a professional, confidential, and diplomatic manner.
• Ability to work independently and anticipate executive needs.
• Possess strong problem-solving skills and be able to work calmly under pressure and handle the day-to-day challenges of a dynamic office environment.
• Ability to maintain a cooperative, courteous, and professional relationship while speaking with other departments, employees, management, and insureds.
• Ability to communicate effectively with diplomacy and professionalism.
• Must be detail-oriented, possess strong time management skills and be able to organize and prioritize effectively.
• Ability to remain stationary for extended periods while working at a computer.
• Ability to occasionally lift and move office materials weighing up to 10 pounds.
• Must be able to work onsite, Monday – Friday from 9:00 am to 5:00 pm and have the flexibility to work additional hours as needed.

Skills

• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Zoom
• Webex

Location

• Roslyn, NY

Work Type

• On-site
• Full-time

Experience Level

• 4-6 years

Education Level

• Bachelor's degree preferred; equivalent combination of education and experience will be considered.

Salary/Compensations

• The actual compensation will be determined by experience and other factors permitted by law.