Executive Administrative Assistant

As a mutual company, we are independent by nature, so we think about insurance solutions a little differently. Through listening, problem solving, examining your challenges and collaborating on the right solutions for you, Preferred Mutual independent agents provide flexible solutions and adapt to your evolving needs. We do the same for our employees. We are process and domain experts, focused on the solutions that deliver results for our clients and our company. We offer a great work environment, professional development, challenging careers, and competitive compensation. With Preferred, there are no surprises. You can count on us to deliver on our promises and be there when you need us, as your insurance provider and your employer. Preferred Mutual is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

The Executive Administrative Assistant will provide support to the CEO and the SVPs, acting with little supervision, anticipating needs while managing the day‐to‐day workflow and prioritizing various projects including scheduling, contact management, preparing materials for meetings, and participating in a wide range of administrative tasks.

The Executive Administrative Assistant to the CEO and SVPs will perform, coordinate and oversee administrative duties to enable the CEO and SVPs to work more efficiently and effectively towards reaching the organization’s goals.

The Executive Administrative Assistant will:

• Maintain the CEO and SVPs’ schedule, including day-to-day and long-term management of meetings, projects, and priorities

• Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants

• Balance conflicting priorities and calendar requests

• Ensure CEO and SVPs are prepared for upcoming appointments by gathering materials necessary for each meeting

• Assist with the collection and/or assembly of information for presentations

• Serve as the first point of contact for a wide variety of high-level relationships between CEO, SVPs and external contacts

• Handle phone, email and postal mail inquiries and respond appropriately

• Draft and edit correspondence, articles, reports and presentations; transcribe meeting notes

• Coordinate and manage special projects, including working collaboratively across the organization

• Work as a member of the team, willingly providing back‐up support for co‐workers when appropriate

• Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction

• Works effectively without constant and direct supervision or guidance

• Ability to work with highly sensitive data and maintain the highest level of confidentiality to include Board materials, compensation materials, etc.

• Demonstrate flexibility in the face of change

• Keen attention to detail; ability to produce work that is free of grammatical and spelling errors

• Interact professionally with stakeholders and associates at all times

• Promptly respond to requests with accuracy and a courteous demeanor

• Demonstrate an awareness of fundamental business principles of PMIC, as well as an understanding of the overall industry in which the business operates

• Display proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.

• Demonstrate advanced proficiency in the use of Microsoft Office programs (Word, Power Point, Excel)

• Minimum 5 years of experience assisting executives

• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail and the belief that no task is too big or too small

• Superb communication skills (oral and written) with a confident, concise, clear and compelling style

• Proficient in all MS Office applications including, Word, Excel, PowerPoint

• Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information.

• Skilled in all aspects of planning/organizing

• Resourceful, strategic problem-solving ability with a “can do” attitude

• Insurance experience preferred

This role (job) description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between Preferred Mutual Insurance Company and its employees.