Executive Assistant
- Executive Schedule & Communication Management
- Manage the CEO’s Outlook calendar, scheduling calls, meetings, events, and travel for optimal efficiency.
- Exercise independent judgment to prioritize demands on the CEO’s time.
- Redirect inquiries and requests to appropriate departments as needed.
- Confirm appointments and prepare materials in advance.
- Edit and draft correspondence, proofread documents, and assist with articles, white papers, and departmental materials.
- Travel, Event, & Meeting Coordination
- Coordinate all aspects of the CEO’s travel, including flights, accommodations, and transportation.
- Manage logistics and catering for CEO-directed events and meetings (Valmark Board, Vistage, staff, local groups).
- Support conference participation by ensuring materials are submitted on time, registrations completed, and presentations prepared with the Graphics team.
- Relationship, Board, & Committee Support
- Coordinate communications and logistics for industry committees chaired by the CEO.
- Support the CEO’s involvement with university, foundation, and charitable boards.
- Initiate preparation for Member Advisory Board and Carrier Partnership calls, including scheduling, invitations, agendas, and surveys.
- Serve as liaison to staff, member firms, carrier partners, and the field on behalf of the CEO.
- Project, Gift, & Special Assignment Management
- Manage special projects for the CEO, working with manufacturers, vendors, and designers.
- Coordinate ordering and distribution of gifts and recognition items for members, partners, and staff (holidays, life events, anniversaries, birthdays, designations).
- Prepare recipient lists, select items with the CEO, order gifts and packaging materials, and oversee mailing and cost management.
- Review and submit invoices for payment on behalf of the CEO.
- Complete expense reports and manage credit card statement submissions for both the CEO and EA.
- Use judgment in purchasing items needed for CEO-driven requests or projects.
- Maintain files for the CEO’s insurance policies and trusts and scan documents into VMPC.
- Manage continuing education requirements for the CEO’s designations and licenses, and maintain industry memberships.
- Professional Representation & Internal Support
- Represent the CEO with professionalism and discretion in all interactions.
- Support communication flow between the CEO and internal staff.
- Maintain confidentiality and ensure timely, accurate information sharing on behalf of executive leadership.
- Exceptional written, verbal, and interpersonal communication skills
- Strong proofreading, editing, and attention to detail
- Proven ability to prioritize, organize, and manage multiple deadlines
- Exercises sound judgment, discretion, and professionalism
- Ability to anticipate needs and address issues proactively
- Flexible, adaptable, and effective in a changing environment
- Advanced proficiency in Microsoft Office; CRM experience helpful
- Not responsible for supervising employees but should exhibit leadership for other administrative staff.
- Associate degree
- At least five years of experience in a professional office setting supporting senior management
- Bachelor’s degree
- Five to ten years’ experience in a professional office setting supporting senior management
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