FBS - Executive Assistant

Our Client is one of the United States’ largest insurers, providing a wide range of insurance and financial services products with gross written premiums well over US$25 Billion (P&C). They proudly serve more than 10 million U.S. households with more than 19 million individual policies across all 50 states through the efforts of over 48,000 exclusive and independent agents and nearly 18,500 employees. Finally, our Client is part of one the largest Insurance Groups in the world.

About the Role

The Executive Assistant provides moderate to advanced administrative and operational support to senior executives, acting as a trusted partner in managing day-to-day activities, schedules, communications, and confidential information. This role requires strong judgment, discretion, and a proactive mindset to anticipate needs, streamline workflows, and support executives in a fast-paced corporate environment.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities with minimal back-and-forth. You will play a key role in improving efficiency, identifying opportunities to support the business, and ensuring executives can focus on strategic priorities.

What You’ll Do

• Provide comprehensive administrative and confidential support to one or more executives
• Manage complex calendars, prioritize requests, schedule meetings, and coordinate appointments across multiple stakeholders
• Arrange and manage domestic and international travel, including itineraries and logistics
• Prepare, process, and reconcile expense reports and handle related payments
• Screen and manage emails, phone calls, and mail, using sound judgment to prioritize and route communications
• Greet and support internal and external stakeholders, handling general inquiries and escalating complex issues as needed
• Assist in preparing meeting agendas, presentations, reports, speeches, and other executive materials
• Compile, analyze, and organize information for reports and presentation materials, including charts, tables, and basic data analysis
• Organize, maintain, and improve document management systems, including SharePoint and shared drives
• Maintain confidential records, files, and tracking systems, ensuring accuracy and discretion
• Proactively identify opportunities to improve processes, workflows, and executive support
• Support change requests, follow up on action items, and ensure timely execution
• Provide backup support to other Executive Assistants when needed

Requirements

• Minimum of 4 years of experience in an administrative or executive support role, preferably in a corporate environment
• High school diploma or equivalent required
• Bachelor’s degree preferred

Skills & Competencies

• Strong organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced environment
• Proactive and solutions-oriented mindset, with the ability to anticipate needs and act with minimal direction
• Excellent communication skills and the ability to provide feedback, adjust priorities, and execute without excessive back-and-forth
• Strong judgment and discretion when handling confidential information
• Ability to work independently while collaborating effectively with internal and external stakeholders
• Customer-centric approach with a high level of professionalism

Technical & Operational Skills

• Experience managing executive calendars, travel arrangements, and expense reporting
• Proficiency in document organization and collaboration tools (e.g., SharePoint, Microsoft Office)
• Strong attention to detail and ability to manage operational and light project management tasks when needed

Benefits

This position comes with competitive compensation and benefits package: 

1. Competitive salary and performance-based bonuses 
2. Comprehensive benefits package 
3. Career development and training opportunities 
4. Flexible work arrangements (remote and/or office-based) 
5. Dynamic and inclusive work culture within a globally reknowned group 
6. Private Health Insurance 
7. Pension Plan 
8. Paid Time Off 
9. Training & Development