Administrative Assistant - Executive

Roanoke Insurance Group, an insurance industry leader and affiliate of the Munich Re Syndicate, Ltd, is searching for an administrative professional to join our team as an Executive Administrative Assistant. This is an opportunity to work for a highly respected international organization specializing in the exciting, and interesting area of Transportation Insurance. 

Position Objective:

To professionally support executive management with administrative organization, calendar management, travel planning, meeting and event coordination, expense reporting, interpersonal and written communications, and the preparing and editing of documents, presentations, data or reports as needed.  

Essential  Duties and Responsibilities:

Along with those identified below, other duties may be assigned. Working under minimal supervision, the Executive Assistant will be responsible for:

• Managing calendars and appointment schedules
• Greeting and directing visitors and answering telephones, taking messages and recognizing top priority calls.
• Coordinating internal and external meetings and conferences
• Participating in meetings to take minutes and/or for other purposes
• Arranging both domestic and international travel plans
• Processing expense reports, invoices or similar types of items
• Preparing spreadsheets, memos, documentation, presentations and reports using MS Word, Excel, PowerPoint, Adobe Acrobat and Qlik reporting tools
• Preparing complex Excel pivot tables and similar reports which require a deeper understanding of data and database structures for business analytics
• Executing or formatting documents that are professional and follow organizational style guide formats, are proof-read for errors, and include appropriate headers, footers and other finishing touches
• Organizing and maintaining paper and/or electronic file structures for document management, email management, shared calendars and shared tasks or scheduling
• Possessing or being capable of learning and applying the discipline of enterprise document management and workflow practices to maximize efficiency of tasks; this will require the self-discipline of learning our various software tools that operate our business
• Prioritizing and organizing tasks and information
• Drafting correspondence and ensuring follow-up occurs by the appropriate party; keeping executive management on task or schedule if they overlook something that requires a response from them.
• Professional, positive, intuitive and discreet interfacing with high level internal and external contacts
• Acting as contact when staff is unreachable 

Qualifications:

• College graduate or some college or related experience
• Experience in a multi-tasking support role
• Exceptional customer service and organizational skills
• The capability to respond to changing situations and be able to reprioritize work as necessary
• A self-starter with the ability to problem-solve
• Exceptional interpersonal skills - position requires interaction with individuals at all levels within the organization
• Excellent Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Outlook skills
• Must have a strong aptitude for understanding software, and data and document management
• Ability to communicate clearly and concisely, both orally and in writing; excellent grammar skills
• Ability to work independently
• Ability to handle highly confidential and sensitive information with discretion
• Advanced knowledge of office procedures and general office equipment
• Ability to establish and maintain effective working relationships with internal partners and external contacts
• Ability to set priorities, meet deadlines and manage projects in a fast-paced, changing environment
• Ability to exercise judgment within general defined practices and policies in deciding problems and solutions

Reporting Relationships

This position will report to the President, but will assist other executive management and HR with specific tasks / duties.

Salary is commensurate with experience.

Benefits

Roanoke Insurance Group offers a competitive compensation package that includes unique benefits and perks. At Roanoke Insurance Group, we value your hard work and we work hard to motivate, encourage and reward you for your efforts.

• Smart, creative, dedicated people who enjoy working together
• Competitive salaries
• Generous voluntary healthcare plan
• Voluntary dental, vision plans
• Flexible Spending plan
• 401(k) plan
• Paid time off programs
• Development and educational assistance
• Income protection programs
• Community involvement  

Roanoke Insurance Group is an equal opportunity employer. Applicants are considered for all positions without regard to race, color, creed, citizenship status, religion, sex, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status or status as a Vietnam-era or other veteran or any other legally protected class.