Hybrid Executive Assistant

at Sun Life

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $63,800 - $86,100 per year
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Milwaukee, United States

About the role

• Executive Assistant responsible for day-to-day administrative support for executive leaders. Managing calendars, travel arrangements, and internal team coordination within a benefits provider company.

Responsibilities

• The Executive Assistant is accountable for the management of day-to-day administrative support for the Head of Operations & VP of Customer Experience.
• Light support will be provided to supporting Vice Presidents.
• Manages all aspects of the leaders’ calendars and provide support for their teams as needed.
• Promptly schedules meetings as requested, uses discretion to prioritize meeting requests, ensuring meeting conflicts are avoided and the leader’s business priorities are considered.
• Where necessary provides agendas/pre-reads to meeting participants.
• Works with internal and external partners to book meetings; proactively prepares all meeting materials.
• Coordinates booking (virtual) rooms, tracking agenda items, coordinating catering (if applicable) and technology services, and planning for guests to be greeted, as required.
• Responsible for sitting in the reception area of our Milwaukee Office which includes greeting guests.
• Take ownership of the logistics for meetings and maintain detailed minutes.
• Helps to organize monthly and quarterly meetings for the team and collects agenda items.
• Monitors and responds to emails on behalf of the leader.
• Tracks action items, requests, and other important deadlines on behalf of the leader.
• Manages all travel arrangements, accompanying material for the leaders, and provides support for the team as needed.
• Thoughtfully manages the leader’s travel arrangements (both domestic and international) ensuring complex itineraries are accommodated.
• Makes appropriate arrangements ensuring travel preferences are considered and can troubleshoot travel problems as needed.
• Prepares expense reports for the leader and their direct reports in a timely manner, resolving all issues.
• Manages relevant purchase orders for business unit.
• Builds strong relationships with EAs and other internal partners.
• Provides backup for other administrative staff within SLF U.S.

Requirements

• A minimum of 3 years’ experience working as an Executive Assistant supporting senior leaders
• Advanced mastery of the full Microsoft office suite, including Word, PowerPoint, Excel, Adobe, OneNote, and SharePoint
• Experience with Zoom, Microsoft Teams, Concur Expense Management and Workplace is a plus
• Experience working in a corporate environment
• Excellent organizational, time management skills, and high attention to detail with the ability to manage changing priorities with ease
• Positive attitude; with a strong client service orientation; and a sense of humor
• Excellent verbal and written communication skills
• Excellent business acumen, with the ability to perform with professionalism, tact, and discretion; Manage highly sensitive information
• Strong interpersonal skills with the ability to work in both a team environment and on one’s own, requiring a high level of initiative, judgment, and problem-solving ability.

Benefits

• generous vacation and sick time
• market-leading paid family, parental and adoption leave
• medical coverage
• company paid life and AD&D insurance
• disability programs
• partially paid sabbatical program
• 401(k) employer match
• stock purchase options
• employer-funded retirement account
• flexible, inclusive and collaborative work environment