EmPRO Insurance

Executive Assistant

• Provide Executive level administrative support including, but not limited to maintaining executive calendars, scheduling and prioritizing meetings and resolving schedule conflicts
• Type correspondence, reports, compose memos, answer/screen telephone calls for the department
• Coordinate and work with the Executive Staff to ensure smooth running of the Executive area
• Perform other administrative duties such as filing, photocopying, scanning, faxing and opening/distributing mail
• Prepare, edit, and proofread correspondence, presentations, reports, and other business documents for Executive level review
• Serve as a liaison between executives, employees, clients, vendors, board members, and external business partners
• Provide Executives with all relevant material for meetings in advance
• Organize meeting materials/agendas for President & COO in office binders by subject matter on a timely basis
• Act as liaison between Board Members and Executive Staff; schedule board meetings and communicate pertinent information
• Compile Board Books for distribution to board members for monthly meetings
• Complete Bio Affidavits for Board Members and other Senior Staff
• Schedule and coordinate internal and external meetings, board meetings, committee meetings, and executive events
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and reconciling expense reporting
• Manage and reconcile WB Mason book of business for all departments; notify staff when deliveries are made and collect proper paperwork
• Order office supplies for Executive area
• Approve invoices in Sage / Quadient
• Reflect and keep up to date all time off on Executive team calendars for reference
• Act as contact person for EmPRO International to obtain signatures, etc. from Executive team
• Reconcile monthly TD Bank statements for CEO and President and prepare check request along with backup receipts and submit to Finance A/P
• Distribute weekly MPL newsletter via email to list of recipients
• Assist with onboarding activities and logistics for executive-level hires
• Exercise exceptional judgment in handling confidential, sensitive, and proprietary information.

Senior Executive Assistant