Senior Executive Assistant

The Executive Assistant provides high-level administrative and operational support to multiple senior executives. This role serves as a strategic partner to the executive leadership team, ensuring efficient day-to-day operations, effective communication, and seamless coordination of business activities.

Onsite in Roslyn, NY

Monday – Friday, 9:00 AM – 5:00 PM, with flexibility to work additional hours as needed to support business demands and executive schedules.

Essential Duties & Responsibilities

Executive Support & Calendar Management

• Provide high-level administrative support, including maintaining executive calendars, scheduling and prioritizing meetings, and resolving schedule conflicts.
• Organize meeting materials and agendas for senior leadership in subject-matter binders on a timely basis.
• Provide executives with all relevant materials in advance of scheduled meetings.
• Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and expense reconciliation.
• Receive executive-level time-off requests, present them for approval, update executive calendars, and process them in the HR management system.

Communication & Liaison

• Type correspondence, compose memos, draft reports, and answer/screen telephone calls for the department.
• Serve as a primary liaison between executives, employees, clients, vendors, board members, and external business partners on day-to-day issues.
• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for executive review.
• Distribute weekly and monthly industry newsletters via email to designated recipient lists.
• Maintain cooperative, diplomatic, and professional communication with internal departments, external stakeholders, and insureds/policyholders.

Board & Senior Leadership Coordination

• Act as the primary liaison between Board Members and executive staff; schedule board meetings and communicate pertinent information as needed.
• Compile and distribute Board Books for monthly meetings.
• Complete and update Bio Affidavits for Board Members and senior staff, submitting required documentation for regulatory review, approval, and compliance.
• Occasionally attend meetings at the request of executive leadership to offer administrative insight, recommendations, and operational support.

Office & Financial Operations

• Coordinate with executive staff to ensure smooth daily operations in the executive suite (greeting guests, managing incoming calls, and using judgment on day-to-day staff issues).
• Reserve, approve, and track the use of several shared conference rooms.
• Manage general administrative tasks: filing, photocopying, scanning, faxing, and handling incoming/outgoing mail and express packages.
• Coordinate with Finance to obtain timely wire transfer approvals and signatures on priority documents; process and submit check requests and invoice approvals through accounting software.
• Reconcile monthly corporate credit card statements for senior leadership, preparing check requests alongside supporting receipts.
• Coordinate policyholder and proxy mailings, including retrieving lists from IT, managing third-party printing approvals and deadlines, and tabulating/reporting proxy vote counts for annual meetings.
• Manage office supply inventory for the executive area and pantry, ensuring spaces are stocked and prepared daily.
• Act as point person for company printing requests (obtaining quotes, securing executive approval, placing orders, and processing vendor payments).
• Assist with onboarding activities and logistics for incoming executive-level hires.
• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information with complete discretion.

Education & Qualifications

• Education & Experience:
• Bachelor’s degree preferred (an equivalent combination of education and experience will be considered).
• Minimum of 4–6 years of experience supporting multiple executives simultaneously in a fast-paced environment required.

Technical Skills:

• Accurate typing speed of at least 40 wpm.
• Intermediate to advanced proficiency in Microsoft Word and Outlook; intermediate proficiency in Excel and PowerPoint strongly preferred.
• Proficient with virtual meeting platforms (e.g., Microsoft Teams, Zoom, Webex) to schedule meetings, manage logistics, and troubleshoot basic technical issues.
• Professional Competencies:
• Extensive experience managing complex executive calendars, prioritizing competing demands, and resolving scheduling conflicts.
• Exceptional business writing skills with the ability to draft professional correspondence on behalf of senior leaders.
• High level of discretion, diplomacy, and emotional intelligence when handling confidential information.
• Strong problem-solving skills; ability to work independently, anticipate executive needs, and remain calm under pressure.
• Outstanding detail orientation, time management, and organizational skills.