Position Description

Executive Assistant
Location Charlotte, NC
Job Code 5551
# of Openings 1
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Executive Assistant | Remote Opportunity

General Summary:

Executive Assistant is responsible for providing high-level administrative support to one or more executives. This role is designed to enhance the executive’s effectiveness by managing a wide variety of administrative, technical and operational functions thus conserving the executive’s time to focus on senior level responsibilities. This position will demonstrate initiative, professionalism and confidentiality while handling a wide variety of complex situations involving administrative, technical and operational functions on behalf of the executive. #LI-Remote LP22


Essential Duties and Responsibilities:

  • Maintain strict confidentiality of all company, personnel and research matters; communicate with tact and good judgment within scope of authority
  • Act as liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents, and chiefs; handle confidential and non-routine information and explain policies when necessary
  • Compose general communications and respond to routine inquiries independently; communicate with internal and external customers in a professional manner using a variety of media.  Ensure timely flow of information to and from the executive
  • Initiate and organize the execution of projects in a timely manner with minimal direction.
  • Support executive with preparation of complex presentations, with substantial use of graphics, charts, tables and other advanced features of graphics and reporting software
  • Create, edit, and prepare reports, presentation materials, summaries, forms, policies and procedures, and other documents in a variety of media; create and edit speeches and media releases for regional leadership; prepare, manage, analyze and validate monthly operational reporting for the Region
  • Plan, coordinate and organize venues and accommodations for various meetings and other events.  May include carrying out logistical, administrative and support duties. 
  • Maintain executive's calendar and schedule appointments in order to allow time for meeting preparation and calls; proactively engage executive and meeting participants to ensure effective calendar management; attend meetings and document minutes/action items upon request
  • Arrange complex and detailed travel plans and itineraries, ensuring all arrangements are finalized prior to travel date; ensure executive has appropriate travel plans prior to departure and compile business documents for travel-related meetings
  • Welcome colleagues, clients, etc. by greeting them, in person or on the telephone; answering or directing inquiries; screen incoming calls with a high degree of professionalism and differentiate business calls from vendor solicitations; respond and route requests for information using a service oriented approach
  • Communicate effectively with all levels of the organization, including executive leadership; interpret and understand requests, analyze information, and effectively engage executive or another appropriate staff member in his/her absence to provide timely and effective response/resolution
  • Collaborate with and bring together cross-functional coordination between departments
  • Summarize content of incoming materials, specially gathered information, or meetings to assist executive; note important parts or areas of potential conflict
  • Demonstrate resourcefulness, the skill to independently manage and prioritize multiple tasks and projects with competing priorities and deadlines, the ability to work well under pressure, and the initiative to act with purpose to resolve issues timely
  • Complete, review and process expense reports, invoices, and other accounting items for Region leaders
  • Establish, develop, maintain and update filing system that is in compliance with company records retention policy; ensure filing system is designed for logical retrieval of information
  • Review electronic and regular mail and sort into categories as defined by executive in order to ensure proper prioritization and effective response management; distribute as appropriate
  • Other duties may be assigned


Job Requirements:

  • 5-7 years related experience and/or training; or equivalent combination of education and experience.
  • Strong analytical, verbal and written communication skills, as well as ability to interface professionally with all levels of the company
  • Possess advanced proficiency with MS Office products including Word, Excel, PowerPoint, Visio and Outlook
  • Ability to create/build formulas within spreadsheets; ability to create organizational charts and flow charts
  • Technical and intuitive capability with systems and reporting
  • Familiarity with online conference tools and ability to arrange webcasts for executive meetings
  • Must be able to maintain the highest level of confidentiality
  • Ability to use good judgment to determine the best approach or action to take in non-routine situations
  • Exceptional organizational skills required
  • Must be detail-oriented with demonstrated ability to handle multiple tasks simultaneously
  • Ability to demonstrate initiative and to meet designated deadlines
  • Available for occasional business travel, upon request


  • Bachelor’s Degree or equivalent experience
  • Experience in insurance industry



  • Notary Public preferred


Work Environment/Physical Demands:

  • This job operates remotely in a professional office environment; this role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets
  • This is largely a sedentary role; however, some mobility is required (mostly non sedentary)
  • May work early, late, or occasional weekend hours to accommodate business needs
  • Occasional lifting of a maximum of 30lbs.
  • Minimal travel to other office locations/meeting locations occasionally necessary
  • May work early, late, or occasional weekend hours to accommodate Executive’s schedule and work product needs
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Pay Range: $60,000-$67,000
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