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Corporate Executive Assistant


NY - Valhalla

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General Description:  The Corporate Executive Assistant performs administrative and office support to senior executives.


  • Independently manage complex executive travel with internal and external parties, often spanning several days and multiple cities per day. Review, evaluate and make travel decisions to ensure executive and business needs and budget goals are met.
  • Develop internal and external meeting agendas according to executive needs; ensure business needs are met with regard to physical space, A/V set up and other IT concerns.
  • Review and approve travel budget and expenses for team supporting assigned executives.
  • Execute all details of internal company meetings and trainings, including (but not limited to) Fast Start, P&C/EB Universities, Personal Lines Meetings, Vertical Leader / Tech Resources Summits, Growth meetings and company board meetings. Responsibilities include:
    • Researching, comparing and signing contracts for meeting space, food and beverage services, overnight accommodations and AV services.
    • Ensuring IT resources are assigned and technical issues resolved as necessary.
    • Managing attendees, tracking attendance, and distributing advance materials.
    • Attending training to ensure a successful session and resolving any issues that may arise.
    • May manage travel for external attendees, (e.g., board members) as required.
  • Support primary Producer reward and recognition program, PEAK. Responsibilities include advance planning and agenda development alongside the SVP & Chief Sales Officer, event planning and onsite technical and administrative support during the event.
  • May provide additional support to board members and/or committee members.
  • Schedule, prepare and run bondholder and co-investment calls.
  • Prioritize and handle internal and external correspondence.
  • Process executive expense reports, meeting and p-cards reconciliation and manage calendars.

Knowledge, Skills and Abilities:

  • 5+ years experience with executive assistant experience.

·         College degree preferred.

  • Excellent written and verbal communication skills and strong work ethic.
  • Strong attention to detail and ability to multi-task with minimal supervision.
  • Ability to handle confidential information with discretion.
  • Strong project management skills.
  • Ability to travel required.
  • Must possess advanced knowledge of Microsoft Office Suite products.
  • Must be able to handle difficult situations with diplomacy and tact.
  • Ability to work well under pressure in a fast-paced environment.
  • Ability to plan, coordinate and meet project deadlines.
  • Detail oriented with the ability to organize effectively.

Physical Demands:

Work is performed in a climate controlled office environment with minimal noise and limited to no exposure to chemicals or toxins.  Employees operate office equipment including; telephone - headset, computer, computer monitors, keyboard, mouse, copier, scanner and mail machine.  Physical tasks of job include; walking, sitting, standing, bending and fingering.

Analysis of Physical Demands:

·         Constantly (over 66% of time) work performed requires employees to use repetitive hand motions such as fingering, using a keyboard, and sitting at a desk.

·         Frequently (34%-66% of time) work performed requires employees to handle and grasp things, walk on normal surfaces, stand and bend.

·         Occasionally (1%-33% of time) work performed  requires lifting/carrying  items that range from 10-50lbs, pushing/pulling  items that range from 10-50lbs, walk on uneven or slippery surfaces to and from work and occasionally reach outward to grab things and bend.

·         Rarely (< than 1 hour per week) work performed requires twisting/ turning including reaching over shoulder or above head, kneeling or squatting.

USI is committed to providing a full-suite of competitive benefits for our growing population and its diverse needs. We offer a wide range of health, welfare and financial benefits including medical, wellness, dental and vision, 401(k), flexible spending and health savings accounts, short and long-term disability, life insurance and other unique employer-sponsored and voluntary programs. USI also offers a generous paid time off policy, paid family leave benefit as well as paid holiday time.

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