Job Summary

Responsible to provide general administrative and clerical support for an individual executive manager or group of executives; performs a wide variety of advanced clerical duties; relieves leaders of selected administrative work and minor business detail.

A Day in the Life

·         Exercises the greatest degree of discretion in the handling and dissemination of confidential and highly sensitive information.

·         Operates a personal computer to input and retrieve data; operates office machines such as a copier and calculator; performs printing, photocopying, data assembly and binding.

·         Initiates and/or assists in projects utilizing MS Office Suite including Word, Excel and PowerPoint; word processes and distributes outgoing correspondence including department communications, memos, email and faxes; involved in the preparation of RFPs and client presentations.

·         Performs data entry/management for information management systems (CRM or other systems) including contacts, meeting notes, follow-up actions and reports; may create and maintain database information and spreadsheet files.

·         Obtains and assembles market/prospect information for use by the business unit/department; conducts research, compiles summaries and types statistical reports as needed.

·         Coordinates manager's schedule and establishes appointments; may answer and screen manager's telephone calls including confidential inquiries; arranges conference calls.

·         Greets scheduled visitors and accompanies the individual to the appropriate person or area.

·         Coordinates and arranges business unit/department meetings; prepares agendas, meeting materials, reserves and prepares facilities; may record and transcribe meeting minutes.

·         Arranges programs, special events, conferences or webinars; contracts facility and caterer as needed, issuing information or invitations, coordinating speakers and controlling budget; ensures project specifics are executed on schedule and within prescribed budget.

·         Sorts, prioritizes and distributes incoming mail; locates and attaches appropriate file to correspondence to be answered by manager; prepares overnight shipping packages.

·         On occasion acts as project manager on special assignments, which may include the planning and coordination of multiple presentations, disseminating information and organizing company-wide events.

·         Organizes and maintains file system and archives; files correspondence and other records; makes copies of correspondence or other printed materials.

·         Arranges detailed travel plans, reservations, schedules and itineraries; compiles documents for travel related meetings; prepares expense reports.

·         Orders and maintains office supplies as needed.

·         May provide direct assistance to clients of Oswald Companies or carriers/service providers seeking information or adjustments in support of account needs.

·         May coordinate charitable gifting or other involvement activities in support of client, non-profit, community or civic organizations.

What You’ll Need

·         5-10 or more years of related experience or a combination of education and experience.

·         Proven experience as an Executive Assistant or in a similar role supporting senior leaders.

·         Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

·         Strong organizational skills with the ability to manage complex calendars and scheduling.

·         Expertise in coordinating travel arrangements, including international travel.

·         Experience preparing executive-level reports, presentations, and correspondence.

·         Ability to manage multiple priorities and meet tight deadlines.

·         Knowledge of office management systems, procedures, and project management tools.

·         Excellent written and verbal communication skills, with a keen eye for detail.

·         Familiarity with handling confidential information with discretion.

·         Strong time management skills and the ability to work independently.

Who You Are

·         A proactive, self-motivated individual who thrives in fast-paced environments.

·         A highly organized problem solver who can anticipate needs and act with initiative.

·         A natural multitasker, able to juggle competing priorities with grace and efficiency.

·         A clear communicator who builds strong relationships and can collaborate across teams.

·         Trustworthy and reliable, with the integrity to handle sensitive and confidential information.

·         Flexible and adaptable, comfortable with shifting priorities and last-minute changes.

·         Calm and composed under pressure, maintaining professionalism in all situations.

·         Detail-oriented with a passion for accuracy and thoroughness in your work.

·         A supportive team player who enjoys helping others succeed.

·         A resourceful individual who can find creative solutions to complex challenges.