Executive Assistant

Job Description

Job Description

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.

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.