Executive Assistant - Specialty Lines

$61,000 - $61,000/Yr

AIG - Chicago, IL

Full-time - Executive

Chicago, IL

Insurance Carriers and Related Activities

About the position

As an Executive Assistant in the Specialty Lines division, you will play a crucial frontline role that leverages your technical expertise to enhance the productivity of the executive you support. This position is integral to the General Insurance sector, which is a leading provider of insurance products and services aimed at managing risk for both commercial and personal customers. The company offers a diverse range of products through a multi-channel distribution network, including one of the most extensive property casualty networks globally. In this role, your primary responsibility will be to ensure that the North America Head of Aerospace and Marine operates at maximum efficiency. You will need to be a highly polished professional with exceptional interpersonal skills and a strong sense of urgency. The ideal candidate will demonstrate the ability to act with speed, composure, compassion, and knowledge to solve problems effectively. You will interact with employees at all levels and across various departments, requiring a courteous and respectful demeanor at all times. Your duties will include providing comprehensive administrative support, which encompasses calendar management, travel arrangements, and handling confidential communications. You will be responsible for maintaining a detailed and dynamic calendar, prioritizing meeting requests, and coordinating logistics across multiple time zones. Additionally, you will compose clear written communications based on the executive's ideas, organize incoming mail and requests, and perform preliminary research to facilitate decision-making. Proficiency in tools such as Excel and PowerPoint is essential, as you will be expected to analyze data and create presentations for executive meetings. Overall, this role demands a self-starter who can work effectively at the senior level within the organization while managing confidential information with discretion.

Responsibilities

• Maintain and manage the executive's calendar, prioritizing meeting requests and logistics.
• Make and modify complex travel arrangements, often on short notice.
• Handle confidential and time-sensitive communications internally and externally.
• Compose clear written communications based on the executive's ideas and concepts.
• Organize, prioritize, and summarize incoming mail, special requests, and meetings.
• Take detailed messages and relay them in a timely manner.
• Conduct preliminary research to assist in the executive's decision-making process.
• Analyze critical information and input it into Excel spreadsheets and PowerPoint presentations.
• Manage administrative tasks such as catering, ordering office supplies, and expense reporting.

Requirements

• 5+ years of executive administrative support experience.
• Significant experience in arranging complex travel and processing expense reports.
• Ability to work under pressure and adapt to unexpected events.
• Proficient in Excel, capable of creating and working with spreadsheets.
• Proficient in PowerPoint, able to create and update presentations for executive meetings.
• Excellent judgment and resourcefulness, with the ability to work independently and collaboratively.
• Strong customer service skills and the ability to handle confidential information.
• College degree preferred.

Nice-to-haves

• Experience in the insurance industry or related fields.
• Familiarity with Ariba Procurement module for ordering supplies.

Benefits

• Comprehensive health and wellness benefits.
• Professional development opportunities.
• Flexible work arrangements.
• Diversity and inclusion programs.
• Employee Resource Groups (ERGs) for cultural awareness.