Senior Executive Assistant I - Chevy Chase, MD (HYBRID)

Geico - Chevy Chase, MD

Full-time - Mid Level

Hybrid - Chevy Chase, MD

Insurance Carriers and Related Activities

About the position

GEICO is seeking a highly skilled, motivated, and detail-oriented individual to serve as a Senior Executive Assistant I to legal executives and other attorneys in the Legal Department. This position provides a broad range of administrative support and requires excellent communication and task management skills, as well as interacting confidentially with all levels of leadership. The selected candidate will thrive in a fast-paced work environment with high expectations, significantly diverse assignments, and collaborative/team settings across all levels. Strong technical skills, including proficiency in MS Word, Excel, and PowerPoint, are essential for success in this role. The primary responsibilities of the Senior Executive Assistant I include managing calendars and resolving scheduling conflicts, scheduling meetings (including video conference calls), and acting as a liaison with business clients, business partners, outside counsel, internal and external office staff, or vendors. The role also involves enrolling attorneys in specifically requested continuing legal education courses, arranging travel, processing associated expenses, and filing/sending completion records. Additionally, the assistant will draft, edit, track changes/redline, and proofread communications and documents, create and update organizational charts, compare document versions, and utilize a document management system to maintain business value documents. Other key responsibilities include creating, editing, and updating simple lists or tables, formatting spreadsheets, processing expense reports according to company policy, and managing the intake and routing of special processes or requests. The assistant will also distribute incoming and outgoing mail, prepare meeting agendas and materials, coordinate reservations for meeting space and equipment, and maintain supply rooms. The role requires making travel arrangements, creating itineraries, and coordinating ground transportation, as well as registering guests with security and acting as the primary point of contact for visitors. Overall, this position is crucial in ensuring the smooth operation of the Legal Department and requires a proactive approach to managing multiple tasks and priorities effectively.

Responsibilities

• Calendar management and resolution of scheduling conflicts.
• Scheduling meetings, including video conference calls.
• Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, or vendors.
• Enroll attorneys in specifically requested continuing legal education courses.
• Arrange travel, process associated expenses, and file/send completion records.
• Draft, edit, track changes/redline, and/or proofread communications and documents.
• Create and update organizational charts, compare document versions, print/copy/scan, and use document management system to create/maintain business value documents.
• Create, edit, and update simple lists or tables utilizing provided data, format spreadsheets, and organize data.
• Process expense reports according to company policy, route/process invoices, and process check requests.
• Open, close, and update legal matters.
• Pull reports, assist with outside counsel engagement confirmation notifications, and assist with research of vendor invoices.
• Manage intake and routing of special processes or requests including those received via shared email boxes or SharePoint sites.
• Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail.
• Prepare meeting agendas, materials, presentations.
• Coordinate reservations for meeting space, equipment needs, and catering.
• Place orders for supplies, business cards, and maintain supply rooms.
• Create, edit, and update PowerPoint presentations and create simple visual presentations such as charts and graphs.
• Maintain accurate and organized physical and electronic files in accordance with policies and procedures.
• Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
• Register guests with security, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.
• Other Administrative ad hoc projects.

Requirements

• 3-5+ years of experience as Executive Assistant/Senior Administrative Assistant, or equivalent experience and education.
• Must be able to manage multiple C-Level executive calendars.
• Must be able to follow complex instructions, resolve conflicts or facilitate conflict resolution, and have strong organization/priority setting skills.
• Must be able to multi-task.
• Must be able to learn and apply large amounts of technical and procedural information.
• Must be able to communicate effectively verbally and in writing.

Nice-to-haves

• Previous experience supporting senior leaders on a Legal team/department.
• Previous experience in the insurance industry.

Benefits

• Premier Medical, Dental and Vision Insurance with no waiting period
• Paid Vacation, Sick and Parental Leave
• 401(k) Plan
• Tuition Reimbursement
• Paid Training and Licensures