Hybrid Executive Assistant

at Westfield Health

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Westfield Center, United States

About the role

• Executive Assistant providing high-level administrative support for executives at Westfield, a leader in property and casualty insurance. Managing schedules, communications, and administrative needs across the executive team.

Responsibilities

• Provides administrative support for an executive team member by coordinating administrative details and performing clerical functions, including scheduling meetings, following up on requests from leaders, coordinating travel and logistics, and clarifying and communicating leadership messages, expectations and priorities.
• Serves as a department liaison, acting as link between company leadership, department staff, other business units, customers, and guests to ensure smooth and efficient operations.
• Supports executives and their direct reports by coordinating administrative details and performing clerical functions.
• Manages multiple leader's calendars in a constantly changing work environment.
• Prioritizes and manages conflicting appointments using sound judgment to streamline daily, weekly, and monthly recurring calendar events.
• Performs the gatekeeper and gateway role, provides a bridge for smooth communication between the executives and staff, and directs correspondence from external customers, agents, vendors, contractors, resolving or appropriately escalates routine and complex inquiries from these groups.
• Assists with the preparation and distribution of presentations, documents, reports, and other materials in support of strategic and enterprise priorities.
• Maintains professionalism and strict confidentiality with all materials; exercises discretion when interfacing with business partners.
• Takes meeting notes and prepares correspondence as needed.
• Arranges and participates in executive and leadership team meetings both on and off site through the preparation of agendas, materials, meeting logistics, including facilitation of meeting technology, including WebEx/Teams, to ensure inclusion of both in person and remote meeting attendees.
• Maintains clear and precise communication with leaders during periods of travel, prioritizes communication, provides information, and facilitates or makes timely decisions, focuses on details to ensure that information is clearly communicated and that tasks are accurately completed.
• Manages multiple projects and priorities and initiates follow-up to ensure timely achievement of commitments such as onboarding of new employees and assisting with training and assimilating new administrative professionals.
• Manages business expense reports and ensures expenses are submitted and approved on a timely basis.
• Educates/trains self on the use of various software to optimize efficiency and outcomes of projects.
• Maintains confidentiality of employee, client, and/or company records and issues.

Requirements

• 3-5 years of experience in Executive Support or a related field.
• High School Diploma or General Education Diploma (GED) and/or commensurate experience.