EXECUTIVE ASSISTANT

Position Summary 

The Executive Assistant position provides high-level administrative support to the Commissioner of the Insurance Department. This role is critical in ensuring the efficient operation of the department by managing schedules, coordinating internal and external communications, and assisting with the preparation of reports, presentations, and other essential documents. The Executive Assistant will handle complex administrative tasks, organize meetings, manage confidential information, and assist in various special projects. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

This position requires on-site employment with no remote or hybrid options available.

Job Responsibilities and Expected Results 

Provide administrative support for the Insurance Commissioner and Insurance Executive Staff.

Duties include, but are not limited to:

• Manage calendar: schedule appointments and meetings.
• Manage the flow of information received and distributed by the Insurance office.
• Create and assemble materials.
• Provide administrative support on special projects.
• Ensure Executive staff are well-prepared for meetings, with all necessary documents, agendas, and materials.
• Organize and coordinate internal and external meetings, ensuring that all logistical details ( e.g. location, attendees, equipment) are addressed.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Represent the Insurance Department in a professional manner, demonstrating strong interpersonal skills in all communications.
• Make travel arrangements for executives, including booking flights, hotels, ground transportation, and preparing travel itineraries. Ensure travel arrangements are cost-effective and comply with state policies and procedures.
• Serve as the point of contact between senior leadership and internal/external stakeholders, handling inquiries and providing timely responses.
• Draft and proofread correspondence, memos, emails, and reports on behalf of executives, ensuring clarity and professionalism.
• Maintain clear and open communication channels, facilitating the exchange of information between departments and teams.
• Prepare, edit, and proofread a wide variety of documents, including reports, presentations, and official communications. Maintain organized files (both digital and physical) for easy retrieval of documents and confidential records.
• Handle sensitive and confidential information with discretion, ensuring that data is stored securely and shared only with authorized personnel.
• Greet visitors and assist as needed, ensuring a professional and welcoming environment.
• Manage incoming calls, direct them to appropriate staff, and take messages when necessary.
• Other duties as assigned.