Executive Assistant

Security Financial - Lincoln, NE

Full-time - Mid Level

Lincoln, NE

Insurance Carriers and Related Activities

About the position

Assurity is seeking an Executive Assistant to provide comprehensive support to the senior leadership team and the Board of Directors. This role is pivotal in ensuring smooth operations and effective communication within the organization. The Executive Assistant will be responsible for scheduling and notifying Board and Committee members of upcoming meetings, collaborating with the Chair, President, and CEO to prepare agendas and materials for Board and Committee meetings, and transcribing and maintaining minutes for these meetings. Additionally, the role involves managing the payment of monthly Directors' fees and maintaining related records, as well as arranging luncheons, dinners, and events for Board members and Officers. In the capacity of Executive Assistance, the successful candidate will provide executive administrative support to senior leadership, which includes drafting and editing letters, memoranda, reports, and presentations. The Executive Assistant will manage complex calendars, arrange meetings, and make travel arrangements, including conference registrations, flights, hotels, and rental cars. This position serves as the principal administrative contact and liaison with all internal and external contacts, handling sensitive matters with a high level of confidentiality and discretion. The role also includes welcoming guests, screening incoming calls, processing weekly timesheets, and performing monthly credit card reconciliations. Event planning is another critical aspect of this position, where the Executive Assistant will share responsibilities for corporate events and meetings, including scheduling and preparing for quarterly management meetings and all-associate meetings. The role will also involve serving as a liaison for the Annual Leaders' Conference, coordinating with third-party event planning services, managing vendor contracts, and overseeing post-event activities. Furthermore, the Executive Assistant will perform administrative functions in support of corporate charitable contributions, company sponsorships, and volunteer activities, as well as monitor and maintain records on department membership dues and participate in the annual budgeting process. This position may also require acting as a Notary Public for the company and performing other projects as assigned.

Responsibilities

• Schedule and notify Board and Committee members of upcoming meetings.
• Collaborate with the Chair, President, and CEO to prepare agendas and materials for Board and Committee meetings, as well as Annual Meetings.
• Transcribe and maintain minutes for Board, Committee, and Annual Meetings.
• Coordinate annual proxy/privacy mailings.
• Manage the payment of monthly Directors' fees and maintain related records.
• Maintain electronic files of corporate resolutions and other materials.
• Arrange luncheons, dinners, and events for Board and Officers.
• Provide executive administrative assistance to members of the senior leadership team.
• Draft and edit letters, memoranda, reports, and presentations.
• Manage complex calendars and arrange for meetings.
• Make travel arrangements, including conference registration, flights, hotels, and rental cars.
• Serve as principal administrative contact and liaison with all internal and external contacts.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Welcome guests by greeting them, in person or on the phone; answering or directing inquiries.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Process weekly time sheets as needed and perform monthly credit card reconciliation.
• Schedule and prepare for quarterly management meetings, all-associate meetings, and senior leadership team planning sessions.
• Plan and assist with Assurity Center functions, activities, and programs, as well as events involving external attendees.
• Serve as liaison between the Senior Vice President & Chief Distribution Officer and third-party event planning services for the Annual Leaders' Conference.
• Coordinate with the event planning service on registration, décor, entertainment, amenities, and other conference activities.
• Complete contracts with vendors and manage payments for related deposits and expenses.
• Assist in selecting conference speakers and manage related expenses.
• Assemble biographical information on conference qualifiers and develop agendas.
• Select President's Circle awards and prepare detailed materials for all conference activities.
• Manage post-event activities, such as luggage reimbursement for qualifiers.
• Perform administrative functions in support of corporate charitable contribution requests, company-sponsorships, the Company's Matching Gift Program, and volunteer activities.
• Coordinate with partner companies on tickets and parking passes for personal and business use.
• Monitor and maintain records on department membership dues.
• Participate in annual budgeting process.
• Act as Notary Public for the company.
• Perform other projects as assigned.

Requirements

• Minimum five years' experience as an executive assistant or similar role supporting senior leadership.
• Proven ability to manage confidential information with discretion.
• Adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong people skills and the ability to build relationships with stakeholders, including associates, board members, and external customers.
• Demonstrated initiative-taking approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Professional appearance as this role involves interacting with senior leadership, board members, and external stakeholders.

Nice-to-haves

• Certified Notary Public
• Personal assistant experience

Benefits

• Matching gift program