Executive Administrative Assistant

1 month ago

Des Moines, United States Fidelity & Guaranty Life Insurance Company Full time
Job DescriptionJob Description

Job Summary

The Executive Administrative Assistant provides administrative support to F&G leaders to ensure efficient operation of these teams. Key responsibilities include managing and coordinating complex calendars, scheduling internal and external meetings, and handling logistics for both onsite and offsite events.

Duties and Responsibilities

  • Manages leaders calendars, including creation of team calendars and scheduling of meetings, Town Halls, Committee meetings, and many other internal and external meeting requests, occasionally working directly with other admins to coordinate complex calendars of senior leaders.
  • Acts as liaison to arrange relevant logistics for both onsite and offsite meetings for leaders, which may include tasks related to facilities scheduling, catering, processing payments, handing set-up and clean-up and partnering with the corporate events team.
  • Ensures operation of equipment and materials for leaders by arranging for purchase, maintenance, and repairs.
  • Maintains up-to-date distribution lists for the leadership team.
  • Assists with the creation of meeting agendas, documenting and distributing meeting minutes and the storage of meeting materials. Documents meeting minutes and action items. Manages Teams communication channels
  • Assists in preparing presentations in PowerPoint as required, coordinating with appropriate leaders on content.
  • Creates expense reports in Concur System and manages review of T&E expenses.
  • Manages processing of invoices to ensure timely and accurate payments.
  • Develops and implements communication strategies for F&G leaders, including providing strategic input and recommendations for content creation.
  • Provides backup support for Des Moines based meetings including help with the coordination of meeting rooms, meals and general logistical support.
  • Manages electronic correspondences for leaders, including emails and instant messages.
  • Creates onboarding materials for new hires, as needed.

Experience and Education Requirements

  • High School Diploma required; Bachelor's Degree preferred
  • Minimum of 5 years prior experience in executive level administrative support activities
  • Minimum of 2 years'experience in supporting a multi-person team preferred

Knowledge, Skills & Abilities

  • Comfortable working in a fast-paced, dynamic environment
  • Ability to negotiate workload from multiple senior leaders
  • Excellent verbal and written communication skills
  • Maintain attention to detail Ability to manage time effectively
  • Proficient with Microsoft Office suite, especially PowerPoint and Word
  • Managing processes
  • Excellent organizational skills
  • Ability to be proactive
  • Problem solving skills
  • Strong attention to detail
  • Professionalism, including ability to handle confidential information

Other Requirements

  • Perform other functions, duties and projects as assigned
  • Regular and punctual attendance
  • Minimal travel may be required (less than 10%)

#LI-MB1

Additional Information

Work Environments

F&G believes in an employee-centric flexible environment, which is why we offer the ability for in-office, hybrid and remote work arrangements. During the hiring process, you'll work with your leader to decide what works best for your role.

F&G complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities, unless such accommodation would cause an undue hardship for F&G. If reasonable accommodation is needed to participate in the job application or interview process, please contact talentacquisition@fglife.com.

Join our employee-centric hybrid work environment: F&G Careers

About F&G

Since 1959, Fidelity & Guaranty Life Insurance Company (F&G) has offered annuity and life insurance products to those who are seeking security in retirement and protection during life's unexpected events.

As a national Top Workplace1, an Iowa Top Workplace2 and a proud equal opportunity employer, F&G team members are empowered, collaborative, dynamic and authentic. We believe that by embracing these values, we will continue to build and strengthen the company while continuing to be a great place to work.

1Top Workplaces USA 2022 – 2023

2Des Moines Register Top Workplaces 2018 – 2022

Notice for all Applicants who are California residents under the California Privacy Rights Act. Please click here to review the policy.

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