Executive Assistant / Personal Assistant Role Description

The Executive Assistant / Personal Assistant provides high-level administrative, organizational, and operational support to senior leadership, ensuring that daily activities, communications, and priorities are managed with precision and efficiency. This role serves as a trusted extension of the executive, helping streamline workflows, safeguard time, and maintain structure in a fast-moving environment. Acting as a key point of coordination, the Executive Assistant manages schedules, organizes information, and facilitates clear communication between the executive, internal teams, and external stakeholders.

Core responsibilities include managing calendars, preparing agendas, coordinating meetings, and organizing documentation required for decision-making. The role handles correspondence, drafts communications, and ensures that messages, requests, and inquiries are processed promptly and appropriately. The Executive Assistant arranges travel logistics, oversees event coordination, and manages the administrative elements required to support smooth and productive operations. This role also tracks deadlines, monitors action items, and ensures follow-through on commitments across various workstreams.

In addition to administrative responsibilities, the Executive Assistant contributes to project support by gathering information, summarizing materials, and assisting with research or preparation of presentations. The role requires discretion, sound judgment, and the ability to operate with a high level of confidentiality. Anticipating needs, resolving issues proactively, and creating structure are essential aspects of the position. The ideal candidate demonstrates strong interpersonal skills, exceptional attention to detail, and a service-oriented mindset, consistently aiming to improve efficiency and support the executive's effectiveness.

Qualifications

Exceptional organizational and time-management skills, with the ability to manage complex schedules and shifting priorities.
Strong written and verbal communication abilities, with the capacity to draft professional correspondence and interact confidently with stakeholders.
High attention to detail, accuracy, and follow-through across all administrative and operational tasks.
Proficiency with productivity tools, scheduling systems, communication platforms, and document management applications.
Strong discretion and integrity, with the ability to manage confidential information responsibly and professionally.
Ability to anticipate needs, address issues proactively, and provide solutions-oriented support.
Strong interpersonal skills, with the ability to liaise effectively with internal teams, partners, and external contacts.
Ability to coordinate meetings, events, travel, and logistics with efficiency and accuracy.
Adaptability and resilience in responding to changing priorities and fast-paced environments.
Professional presence, reliability, and a commitment to supporting leadership with consistency and excellence.

Executive Assistant / Personal Assistant

Executive Assistant / Personal Assistant

-NEW- Perm Administrative Executive, Personal Assistant (Insurance Industry)