Executive Assistant
Job ID 2021-7823 # of Openings 1 Category Administrative Office Location 4600 West Cypress Street Location : Location US-FL-Tampa
Overview
AssuredPartners is the fastest-growing independent insurance agency in the U.S. Founded in 2011 as a national partnership of leading independent property and casualty and employee benefits brokerage firms, AssuredPartners is now one of the largest brokers in the nation after acquiring over 325 agencies. AssuredPartners has approximately 7,000 team members and offices in 40 states and two countries reaching 1.5 billion dollars in revenue. As our company continues to grow at a rapid pace, so do the opportunities for our current and future employees.
Summary:
We are looking for someone with an upbeat positive attitude, a multi-dimensional skill set, excellent communication skills, and a strong commitment to serving others. They would provide support to managers, team members, and office visitors by handling a variety of tasks to ensure that all interactions are positive and productive. The ideal candidate will have at least 2 years’ experience providing executive support in a fast-paced environment. The candidate will be detail oriented, organized, collaborative, and proactive to accomplish a variety of tasks. Must be flexible and comfortable working in a quickly changing environment. A critical thinker, a solid communicator and able to work on a team effectively. T hey would exercise independent judgement in the resolution of administrative problems. They would prioritize and manage multiple projects simultaneously with little or no supervision. They must be self-motivated, number oriented and creative.
You’ll work collaboratively with our Regional Director of HR and Controller to ensure administrative and operational effectiveness, specifically in support of our Regional President.
Responsibilities
Essential Duties and Responsibilities:
• Supports the day to day needs of the Regional President, including scheduling and hosting video meetings, take meeting minutes, preparing & submitting expense reports, coordinating meetings.
• Review expense reports submitted to Regional President to ensure accuracy and that all receipts have been included prior to submitting to Regional President for final approval.
• Schedules activities and makes associated announcements.
• Partner with key leaders on projects as needed (i.e. HR, Accounting, Operations, Sr. Leadership Team).
• Approves and tracks PTO on behalf of Regional President.
• Prepares Regional President for each day by gathering and organizing appropriate supporting materials and files for meetings and activities and reviewing the information with the executive.
• Develops presentations for meetings using PowerPoint or other appropriate software. Also prepare spreadsheets and correspondence as directed.
• Manages project planning efforts for effective events and activities. Leads event planning efforts for the Region as directed and works with Corporate Event Planning team.  This includes meetings, networking events, and annual region wide conferences.
• Prepares communications from dictation or hand-written notes.  Proofreads for correct grammar, spelling, etc.
• Acts as office manager for Tampa office, managing office supply inventory, ordering, and restocking as needed. Manages facility including issuing keys, seating arrangements, service requests, etc.
• May perform minor bookkeeping duties.
• Maintains contact outside vendors.  Accountable for vendor management.  Manages promotional items acquisitions and accounting for events.
• Opens and routes incoming mail, answers correspondence, remote check deposits and prepares outgoing mail.
• Complete reporting on behalf of Regional President & Regional Sales Leader.
• Follows company procedures with respect to all essential duties and responsibilities of the job.
• Additional responsibilities/duties may be assigned.
Qualifications
Minimum Qualifications, Education and/or Experience:
• Ability to deal with sensitive information with the utmost confidentiality and professionalism.
• Ability to complete complex tasks quickly with little or no guidance and react with appropriate urgency to situations that require a quick turnaround.
• Advanced level experience in Word, Excel, and PowerPoint. Experience with Microsoft 365 a plus.
• Excellent written, verbal, and interpersonal skills with a strong customer service orientation.
• Strong organizational skills, flexibility, and proven ability to multi-task, prioritize and meet deadlines in a demanding environment.
• Ability to work in a team environment, take initiative and work independently.
• Strong project management skills.
• Ability to draft correspondence, agendas, meeting minutes and reports for review.
• Proactive nature with ability to anticipate needs of others and synthesize information into concise relevant facts promoting efficiency and effectiveness.
• Ability to work effectively with minimal supervision.
• Exceptional attention to detail.
• Experience supporting C-level and can work with highly confidential information.
• Willing and able to earn Florida 2-20 Property and Casualty Agent License.
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