Executive Assistant

3 weeks ago


Dallas, United States Marsh McLennan Agency Full time

SUMMARY: Marsh & McLennan Agency - Southwest is founded on the principles of integrity, respect, trust, and hard work. We feel that building relationships and developing trust will always be the first order of business. MMA is a leading insurance brokerage firm delivering innovative solutions to organizations in the U.S. and around the world with Texas roots dating back to 1926. MMA Southwest offers commercial insurance brokerage, employee benefits consulting and specialized risk management services from its offices in Dallas, Houston, Austin, Fort Worth, Lubbock, Midland, Abilene, New Orleans, San Antonio and Baton Rouge.


Job Title: Executive Assistant to CFO, EVP Sales, and VP of Placement

Job Description:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our CFO, EVP of Sales, and VP of Placement. The ideal candidate will be a dynamic culture ambassador, adept at fostering a positive work environment while ensuring seamless operations within the executive team.


Key Responsibilities:

Executive Support: Provide high-level administrative support to the CFO, EVP of Sales, and VP of Placement, managing their schedules, appointments, and travel arrangements with precision and professionalism.

Culture Ambassador: Actively promote and embody our company culture by collaborating with the culture committee to organize and execute engaging local office events that enhance team morale and cohesion.

Expense Management: Prepare, submit, and track expense reports, ensuring accuracy and compliance with company policies.

Collaboration with Peers: Coordinate and collaborate effectively with local and regional Executive Assistants to streamline processes and share best practices.

Travel Coordination: Arrange complex travel itineraries for executives, ensuring all logistics are handled efficiently and in alignment with their schedules.

Technology Coordination: Manage technology requests for client meetings, including scheduling through the Office Space App to ensure all necessary resources are available.

Communication Management: Distribute time-sensitive communication materials to relevant parties and coordinate executive communications, including managing calls, responding to emails, and liaising with colleagues and carriers.

Calendar Management: Oversee heavy calendar management, scheduling meetings and appointments while prioritizing conflicting demands.

Strategic Problem Solving: Utilize strong problem-solving skills and strategic thinking to anticipate needs and address challenges proactively.

Document Preparation: Prepare and format internal and external corporate documents, including meeting agendas, office announcements, and presentations for team members and industry partners.

Organizational Systems: Maintain an organized filing system for both paper and electronic documents, ensuring easy access and retrieval of information.

Confidentiality: Uphold a strict level of confidentiality in all matters, safeguarding sensitive information.

Office Operations: Coordinate office activities and operations to ensure efficiency and compliance with company policies and procedures.

Training Coordination: Organize and facilitate training sessions and meetings with finance, sales, and placement teams to enhance team performance and knowledge sharing.

Customer Service Excellence: Provide exceptional customer service to colleagues and clients, assisting with inquiries and requests promptly and professionally.

Qualifications:

Proven experience as an Executive Assistant or in a similar administrative role.

Exceptional organizational and multitasking skills.

Strong communication and interpersonal abilities.

Must be highly organized and able to work independently

Must be detail-oriented and very efficient

Must be flexible and have a great attitude

Must have the ability to manage multiple projects and priorities in a fast-paced environment

Proficiency in Microsoft Office Suite and other relevant software.

Ability to work independently and as part of a team.

High level of discretion and confidentiality.

Support CFO, EVP Sales and VP of Placement


We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. Marsh & McLennan Agency offers competitive salaries and comprehensive benefits and programs including: health and welfare, tuition assistance, 401K, employee assistance program, domestic partnership benefits, career mobility, employee network groups, volunteer opportunities, and other programs. For more information about our company, please visit us at: http://marshmma.com/careers.


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