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.
Requirements
Education:
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Experience
- Minimum of 3-5 years of experience in an executive assistant or similar administrative role.
- Experience supporting C-level executives or senior management is highly desirable.
Skills
- Exceptional organizational and time management skills.
- 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.
- Strong interpersonal skills and ability to interact with diverse groups of people.
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.
