Hybrid Executive Assistant II

at Aflac

• Job title: Executive Assistant II
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $46,000 - $60,000 per year
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Washington, DC, United States

About the role

• Executive Assistant II providing administrative support to executives at Aflac in Washington, DC. Responsible for correspondence, calendar management, and facilitating communications within the company.

Responsibilities

• Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries
• Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
• Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement
• Maintains effective and accurate filing systems that provide a quick reference database of records, including but not limited to, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
• Provides administrative support related to the operational functions of the department, and assists with the training and development of subordinate secretaries and other administrative staff
• Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.
• Performs other duties as required

Requirements

• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) (preferred)
• Excellent oral, written and interpersonal communications skills to interact effectively, exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management
• Self-starter
• High school graduate
• Four years of administrative support experience, including one year supporting executive-level management
• Or an equivalent combination of education and experience
• Bachelor's Degree (preferred)

Benefits

• Health insurance
• Dental coverage
• Vision coverage
• Prescription drug coverage
• Health care flexible spending
• Dependent care flexible spending
• Aflac supplemental policies offered at no cost to employee
• 401(k) plans
• Annual bonuses
• Opportunity to purchase company stock
• 11 paid holidays
• Up to 20 days PTO for any reason
• State-mandated sick leave (Washington employees accrue 1-hour sick leave for every 40 hours worked)