Executive Administrator
AIS Insurance
full-time
Posted on:
Location Type: Hybrid
Location: Irvine • California • United States
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Salary
💰 $84,000 - $100,000 per year
About the role
- Provide advanced, confidential administrative support to the CEO and executive leadership team.
- Serve as a key administrative point of contact to support executive operations, communication, and resolve issues.
- Relieve executives of administrative details, usually of confidential and time-sensitive matters.
- Provide administrative support to executives, including complex calendar management, meeting coordination, and correspondence handling.
- Prepare, compile, and distribute reports and presentations; maintain master spreadsheets for reporting.
- Maintain a working knowledge of Company operations, policies, and organizational procedures to effectively support leadership.
- Reconcile bi-monthly timesheets for the corporate team and process required adjustments in UKG.
- Process marketing invoices in accordance with established procedures for payment.
- Manage executive and corporate expense reporting by administering, reviewing, and reconciling expenses in Concur in accordance with company policies.
- Complete ad hoc reports, mail merges, research, and miscellaneous projects for Executives, Sales, and Marketing departments.
- Serve as a primary point of contact for internal and external communications on behalf of the executives.
- Draft, edit, and proofread correspondence, reports, and other written materials.
- Respond to inquiries and provide backup coverage for phones as needed.
- Ensure communications are professional, timely, and aligned with company standards.
- Assist with special projects and initiatives assigned by executives, including research, data analysis, and coordination with other team members.
- Support the handling of escalated customer complaints and executive-level inquiries, including matters involving VIP customers, by coordinating information, facilitating resolution, and providing assistance to executives as needed.
- Apply cross-functional knowledge and expertise to ensure consistency in messaging, tone, and brand standards.
- Partner with cross-functional teams to develop targeted communication for specific audiences.
- Develop messaging and communications strategies for key initiatives and business changes/impacts.
- Support the development and coordination of team member communications and change management initiatives related to business updates, leadership messaging, and organizational changes.
- Coordinate logistics for company events, meetings, and conferences, including scheduling invitations and catering.
- Manage the purchase and distribution of corporate gifts, logo wear, and gift cards.
- Oversee day-to-day administrative operations of the corporate office to ensure a professional, efficient, and well-organized work environment.
- Provide administrative and operational support to executives and the management team, ensuring office processes align with business needs.
- Manage office operations and facilities by overseeing supplies and equipment procurement, inventory oversight, and vendor coordination, ensuring compliance with health and safety regulations to maintain a safe working environment.
- Coordinate the delivery of office services, including maintenance, repairs, cleaning, security, and utilities, in partnership with internal teams, building management, and external service providers.
- Maintain office refreshments and amenities by monitoring inventory levels, coordinating replenishment, and ensuring common areas are presentable following daily operations or business events.
- Arrange executive travel, including flights, accommodations, transportation, and preparing itineraries.
Requirements
- Advanced proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
- Strong understanding of executive support practices, organizational procedures, and confidentiality requirements.
- Ability to operate with a high degree of independence, judgment and discretion.
- Excellent written communication skills, including writing, editing, and proofreading for diverse audiences.
- Strong organizational, interpersonal, and relationship-building skills with the ability to work across functions.
- Ability to analyze and improve administrative processes, prioritize workload, and manage multiple competing priorities.
- Experience with digital communication platforms, content management systems, and data presentation tools.
- Strong project management, problem-solving, and critical-thinking skills.
- Flexibility and adaptability in a fast-paced, changing environment.
- Minimum five (5) years of directly related administrative or executive support experience, or an equivalent combination of education and experience.
- Experience supporting senior or executive-level leadership in a corporate environment.
Benefits
- Competitive compensation
- Paid time off (vacation time, sick time, paid Company holidays, volunteer hours)
- Incentive bonus programs (potential for holiday bonus, referral bonus, and performance-based bonus)
- Medical, dental, vision, life, and pet insurance
- 401 (k) retirement savings plan with company match
- Engaging work environment
- Promotional opportunities
- Education assistance
- Professional and personal development opportunities
- Company recognition program
- Health and wellbeing resources, including free mental wellbeing therapy/coaching sessions, child and eldercare resources, and more
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Microsoft OfficeExcelWordPowerPointPublishercalendar managementreport preparationdata analysisexpense reportingtimesheet reconciliation
Soft Skills
written communicationorganizational skillsinterpersonal skillsrelationship-buildingproblem-solvingcritical thinkingflexibilityadaptabilityindependencejudgment