Executive Assistant managing administrative tasks for global Talent & Development leadership team. Handling confidential matters and coordinating travel, meetings, and financial administration.
About the role
- Executive Assistant supporting three AVPs and the VP of Claims at The Doctors Company. Managing administrative tasks and assisting in department operations in a medical malpractice insurer.
Responsibilities
- Provides general administrative support to three AVPs and VP of Claims
- Manages and enhances department SharePoint Site
- Schedules meetings and proactively monitors availability of supported leaders
- Proactively provides pre/post meeting support
- Communicates with external law firms to onboard and off board attorneys and manage the attorney report card
- Maintains attorney panel spreadsheet
- Prepares expense reports as assigned and manages the department budget process
- Assists in coordinating / scheduling department events including annual in-person meeting
- Attends meetings as requested, assuring appropriate materials are received and distributed
- Maintains availability and organization of key documents, presentations, and materials related to executive activities
- Provides overflow support as needed to Regional Claims Administrative Support Unit
- Supports budget reconciliation and planning
- Reconciles invoices and expenses
- Enters reimbursements into Duck Creek system
- Assists with outside payments
- Identifies and recommends system/process improvements and innovations
- Proficient in SharePoint to create and maintain the department sites
- Manages TDC Datalytics site to pay outside vendors and firms
- Serves as project manager for departmental strategic planning
- Prepares monthly reports
- Coordinates team building and staff morale activities
- Other strategic projects as assigned
Requirements
- At least three years in a support or business support role
- Highly developed interpersonal skills including communication and listening skills, attitude, exhibiting a professional, energetic, proactive, and enthusiastic demeanor
- Excellent verbal and written skills and attention to detail
- Ability to handle multiple priorities and manage complicated calendars across multiple leaders and external personnel
- Demonstrate excellent judgment and influence management skills
- Proactive approach to business needs and requirements
- Ability to work independently and be flexible, adjusting priorities and tasks in real time to support the objectives of the departments
- Ability to learn and master new technologies and leverage available AI capabilities
- Bachelor’s degree required
Benefits
- Competitive compensation
- Incentive bonus plan
- Outstanding career opportunities
- Exceptional work environment
- Impressive benefits package
- Medical, family, and bereavement leave
- Same-sex domestic partner benefits
- Short- and long-term disability programs
- Employee assistance program
- Health, dental, and vision insurance
- Health care tax-free spending accounts with a company match
- 401(k) and Roth IRA with company match, including catch-up plans
- Vacation days, sick days, and paid personal days each calendar year (vacation increases based on length of service)
- Paid holidays each calendar year
- Life and travel insurance
- Tax-free commuter benefits
- In-person and online learning opportunities
- Cross-function career opportunities
- Business casual work environment
- Time off to volunteer
- Matching donations to qualifying nonprofit organizations
- Company-sponsored participation at non-profit events
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