Personal Assistant providing administrative, organizational, and office management support in Madrid, Spain. Required to manage calendars, communications, and logistics for teams and managers.
About the role
- Executive Assistant handling administrative tasks and managing EVP schedules at Marsh McLennan Agency. Supporting business operations within the transportation insurance sector and ensuring efficient office management.
Responsibilities
- Schedule appointments and meetings, including day-to-day and long-term management of scheduled appointments and meetings
- Type correspondence, prepare meeting agendas, take meeting notes, maintain records, organize executive calendar and proactively assist in day-to-day management of EVP’s schedule
- Create and edit documents using PowerPoint, Excel and Word, maintaining confidentiality at all times, especially when dealing with sensitive information and internal correspondence
- Ensure coordination, planning and scheduling of routine engagements and internal/external meetings and events
- Schedule and attend meetings on behalf of EVP as needed, taking notes and recording minutes
- Maintain ownership over administrative functions involved in the proposal process; to include preparation of materials and content with acute attention to detail, printing/creation of a polished and professional presentation for EVP to use in client meetings, and communication with Client Managers to coordinate timely preparation of content
- Prepare meeting rooms/facilities and required audiovisual and IT equipment as needed for in-office meetings
- Coordinates business travel arrangements, including providing assistance with tracking and submission of travel and entertainment expenses reports
- Assists with various other special projects as needed
Requirements
- High school diploma required
- Associate’s degree or higher in Business Administration or related field preferred
- Three to five years administrative assistant experience in professional office environment
- Insurance industry administrative experience preferred
- Must possess a high level of integrity and the ability to maintain confidentiality at all times
- Excellent written and verbal communication skills are necessary to communicate effectively with clients and coworkers using tact and diplomacy
- Emphasis on accuracy, attention to detail and the ability to proof one's own work as well as the work of others; the ability to work in a proactive manner to consistently deliver high-quality work
- Commits to additional hours of work when necessary to reach goals
- Flexibility to arrive early and stay late, as needed
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Ability to read and comprehend complex instruction, correspondence and memos
- Strong and pleasant telephone and interpersonal skills, and the ability to deal professionally with clients and co-workers on the phone and in person
- Excellent organizational and time management skills, ability to take initiative, use good judgment, demonstrate a strong sense of urgency and carry multiple projects through to completion
- Ability to work under pressure with tight time constraints, as well as the ability to deal with frequent interruptions, unresolved situations, frequent change, delays or unexpected events
- Ability to maintain a mature, problem-solving approach; general knowledge of “how to get things done.”
Benefits
- Generous time off, including personal and volunteering
- Tuition reimbursement and professional development opportunities
- Charitable contribution match programs
- Stock purchase opportunities
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
Executive Assistant managing calendars and projects for Blue Origin's Sales, Marketing and Strategy department. Ensuring smooth operations and coordinating support for key stakeholders.
Executive Assistant supporting EVP of Marine at Hempel, ensuring efficient operations and project coordination in the chemicals industry.
Executive Assistant providing administrative support to senior leadership at Solventum. Collaborating and managing various executive tasks in a healthcare innovation setting.
Executive Assistant managing inbox and quotations for Valley Blinds. Work from home or office with flexible arrangements in Makati, Metro Manila.
Executive Assistant providing high - level support to senior executives at Ocean Spray. Managing calendars, travel logistics, and coordinating meetings for seamless global operations.
Virtual Assistant managing patient registration and eligibility verification processes for healthcare. Handling appointments and coordinating with clinical staff for optimal patient flow.
Virtual Assistant supporting Australian Commercial Insurance by managing client records, documentation, and coordinating communication. Requires insurance experience and proficiency in relevant software tools.
Executive Assistant supporting the Global Product Officer & Chief Marketing Officer at Ingenico. Managing executive communications, complex calendars, and office operations for a leading payments acceptance solutions provider.
Executive Assistant providing comprehensive administrative support to healthcare executives. Manages schedules, communications, and logistics in a fast - paced environment.