Executive Administrative Assistant - Remote Job at JobCertify in Los Angeles

About the job Executive Administrative Assistant - Remote

Our Executive Administrative role will support the CFO of P&C Commercial Lines and their team along with other Executives within the P&C Finance organization as needed. This team member will work closely with the other P&C Finance admins to support the group and each other. The right candidate will deliver high quality work with extraordinary care. This includes: being proactive, strong organizational/planning skills, attention to detail, communication skills, adaptability and positive attitude, and building and cultivating professional relationships. Highly skilled in Microsoft Outlook and PowerPoint a plus.

Job Description Summary

Are you a problem solver and detailed oriented? If you can take initiative, use both your analytical and creative abilities to make sound decisions and have a desire to solve challenges, we want to hear from you!

As an Executive Administrative Assistant, you'll perform a wide variety of confidential, detailed and complex administrative functions under direct supervision. You will coordinate meetings and make business and travel arrangement decisions for your leader(s) and their team. You'll plan, organize and schedule your own work and may serve as an informal mentor to other administrative assistants in the office.

Job Description

Key Responsibilities:

• Focuses on both daily and longer-range calendar for multiple leaders and teams. Manages leader's personal calendar as directed.
• Coordinates travel plans for leader(s) and team and makes mid-trip changes quickly when required.
• Compiles information for reports and presentations.
• Screens communications for action items and due dates, bringing key items to the leader's attention. Initiates necessary actions, e.g., follow-ups, prioritizations, action required, etc. Drafts responses for executive review, implementing their style into all communications. Rarely seeks guidance on email replies.
• Provides assistance with office procedures or processes that help the team be more productive and efficient.
• Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for accurate reporting.
• Manages budget for meeting planning. Conducts quality checks on invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator.
• Keeps current on Arkestro procedure changes, Human Resources policy changes, business environment, etc. that impact department level plans.
• May participate in special projects as assigned.

May perform other responsibilities as assigned.

Reporting Relationships: Typically reports to an Associate Vice President level executive or above, and may support multiple executives and their staff. This is an individual contributor role.

Typical Skills and Experiences:

Education: High school, vocational or technical business school studies in secretarial science; some undergraduate-level coursework beneficial.

Knowledge, Abilities and Skills: Knowledge of company policies and organizational structure. Understanding of office practices and procedures. Ability to make decisions and recommend solutions to work processing and office management problems. Strong communication skills to interact with all levels of leaders, associates, and external contacts. Ability to proofread own work and work of others for content and format accuracy. Intermediate mathematical calculation skills. Ability to build effective business relationships.