Executive Assistant II

$35,000 - $80,000/Yr

Aflac - Washington, DC

Full-time - Entry Level

Washington, DC

1,001-5,000 employees

Insurance Carriers and Related Activities

About the position

Aflac, a Fortune 500 company and an industry leader in voluntary insurance products, is seeking an Executive Assistant II to join our team in Washington, DC. This hybrid role requires the successful candidate to report to our office for at least 60% of the work week, with the remaining time spent working from home within the continental US. The Executive Assistant will play a crucial role in supporting executive-level management by providing comprehensive administrative support, ensuring smooth operations, and facilitating effective communication within the organization. In this position, you will be responsible for preparing a variety of sensitive and routine correspondence, including memos, letters, reports, and proposals, often from drafts or verbal instructions. You will serve as a liaison between executives, managers, and visitors, managing requests, scheduling appointments, and resolving issues that require a deep understanding of company policies and ongoing projects. Your role will also involve maintaining the executive calendar, coordinating travel arrangements, and preparing materials for meetings and presentations. Additionally, you will manage office supplies, reconcile invoices, and assist in developing departmental budgets. Maintaining accurate filing systems and ensuring confidentiality of records will be essential parts of your responsibilities. You will also support the leadership team in coordinating meetings and events, contributing to a positive workplace culture through initiatives like Employee Appreciation Week and holiday celebrations. This position requires a self-starter with excellent communication skills and the ability to exercise discretion and judgment in interactions with internal and external stakeholders.

Responsibilities

• Prepares a variety of sensitive or routine correspondence from drafts or verbal instruction.
• Serves as a liaison between executives, managers, and visitors; reviews requests and schedules appointments.
• Receives, screens, and routes incoming telephone calls; arranges appointments and maintains the executive calendar.
• Coordinates travel arrangements and schedules meetings; prepares agendas and materials for presentations.
• Maintains inventory levels of office supplies and initiates purchase orders as necessary.
• Reconciles invoices and maintains current expense and balance records against budgeted dollars.
• Provides administrative assistance to the management team by compiling data for and developing the department's budget.
• Maintains effective and accurate filing systems for quick reference to records.
• Provides administrative support related to the operational functions of the department.
• Assists with the training and development of subordinate secretaries and other administrative staff.
• Supports leadership team through coordinating divisional/departmental meetings and events.

Requirements

• High School Diploma or Equivalent.
• Four years of administrative support experience, including one year supporting executive-level management.
• Excellent oral, written, and interpersonal communication skills.
• Ability to exercise discretion, judgment, and diplomacy when dealing with internal and external customers.
• Self-starter with strong organizational skills.

Nice-to-haves

• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) certification preferred.
• Bachelor's Degree preferred.

Benefits

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Prescription drug insurance
• Aflac supplemental policies (Accident, Cancer, Critical Illness, and Hospital Indemnity offered at no costs to employee)
• Annual bonuses
• Opportunity to purchase company stock
• 11 paid holidays
• Up to 20 days PTO to be used for any reason
• State mandated sick leave (Washington employees accrue 1 hour sick leave for every 40 hours worked)