Executive Assistant

Jewelers Mutual Insurance Company - Neenah, WI

Full-time - Entry Level

Neenah, WI

Professional, Scientific, and Technical Services

About the position

The Executive Assistant plays a crucial role in enhancing the productivity and effectiveness of executives and their teams within the organization. This position involves providing administrative and project support, ensuring confidentiality and professionalism while managing various tasks such as scheduling, communication, and documentation. The role requires collaboration across functions and the ability to handle multiple priorities in a fast-paced environment.

Responsibilities

• Demonstrate cross-functional collaboration to effectively support the executives and their team's productivity while maintaining confidentiality and professionalism.
• Provide a high level of responsiveness to executive ad-hoc requests related to project management, presentation development, and business analysis.
• Manage and coordinate multiple calendars and schedule requests for productive meetings and events.
• Create agendas, prepare materials, capture and distribute meeting minutes, and follow-up on tasks related to operations and special projects.
• Communicate effectively with key business partners to understand projects and drive next steps.
• Develop correspondence, spreadsheets, reports, presentations, and surveys using advanced features in Microsoft Suite and other software.
• Create, collect, and maintain internal resources and documentation on collaboration sites including SharePoint.
• Proofread and provide suggested edits to documentation prior to distribution.
• Arrange travel reservations, technology and meeting logistics, event planning, and catering while maximizing cost savings.
• Code and submit expenses and invoices, and report budget variances regularly.
• Work with the Vendor Management Office and Legal Department to initiate agreements and assist with renewals and invoicing.
• Partner with Human Resources on employee-related matters, including onboarding and engagement opportunities.
• Provide technology support in conjunction with the IT service desk as necessary.
• Coordinate office needs with building and facilities management services.
• Perform customer interactions including answering phones and greeting guests.
• Manage mail services and the purchase and inventory management of office supplies.
• Collaborate with other Executive Assistants and external partners to support the executive team and Board of Directors.

Requirements

• Associate's degree in a related field required; Bachelor's degree preferred.
• Minimum of three years of experience supporting executives in a fast-paced, innovative atmosphere.
• Experience working with high-performing teams in complex environments.
• Proficiency in common software applications, including MS Office Suite, Outlook, PowerPoint, SharePoint, and Visio.
• Ability to interact with professionalism and discretion, maintaining relationships with stakeholders at all levels.
• Strong organizational and time management skills with high attention to detail.
• Self-motivated with the ability to multi-task and shift priorities quickly.
• Sound judgment and resourceful problem-solving skills.
• Outstanding written and verbal communication skills, as well as interpersonal skills.
• Experience organizing large events both in person and virtual from conception to implementation.

Nice-to-haves

• Insurance, legal, regulatory, and/or jewelry industry experience is desired, but not required.
• Notary Public for the State of Wisconsin (or the ability to be commissioned).

Benefits

• Generous benefits package
• Opportunities for professional growth and career development