Executive Assistant

Objective: The Executive Assistant will provide high-level administrative support to the Chief of Staff (COS) while taking on project management responsibilities for assigned areas. The ideal candidate will have advanced Microsoft Office skills, notably with Outlook, PowerPoint, and Excel. This role is committed to supporting the growing and changing business needs of Heffernan and its affiliates; therefore, the ideal candidate will be comfortable with periodic changes in direction and priorities as necessary to support the organization. This is a high visibility position, in a fast-paced environment, requiring an organized and effective communicator, who takes initiative. Responsibilities Include: Support the COS in all operational areas as necessary to meet the company's needs. Manage and prioritize the COS schedule and appointments. Support other leaders within Corporate Resources where possible. Support the CEO and COS in preparing and editing communication pieces and presentations, including visually appealing and informative presentations using PowerPoint. Coordinate and prepare for executive meetings including administration of meeting logistics, preparing agendas, taking minutes, and post-meeting follow-up. Shareholder administration in coordination with legal and finance roles; this includes serving as the first point of contact for shareholder questions/needs. Provide back-end support and organization of projects led by the COS which may include plans, timelines, budgets, and communication with applicable stakeholders. Project management specific to property management: Oversight of new or renewing commercial property leases. Active role in all office moves and remodels to ensure projects stay on track and local offices have the support and guidance they need. Interface with high level contacts both in-person and on the phone/email. Collaborate with cross functional teams, and entities, to ensure project success. Manage special projects and initiatives originating from the CEO and COS offices. Requirements: High School Graduate/GED required. Three (3) plus years' experience in a business or corporate office environment. Familiarity with the insurance industry is preferred. Excellent oral and written communication skills. Experience developing business content and communications. High degree of integrity, professionalism, and discretion in handling confidential information. Ability to thrive in a fast-paced, dynamic environment and effectively manage competing priorities and deadlines. Must be comfortable with changes in direction and ambiguity. Must be self-directed, able to work independently on multiple assignments, as well as in a team dynamic with a variety of individuals. Must demonstrate a sense of urgency, initiative, responsiveness, and attention to detail. Proficient in MS Office - notably Outlook, Excel, PowerPoint. Vendor management experience is preferred. Professional demeanor and behavior are required, as referenced in Heffernan core values (Habits). Compensation: The base salary range for this position is $75,000 to $90,000. The offer will depend on the geographic region, job-related knowledge, skills, and experience, among other factors. This role may also be eligible to participate in a discretionary annual incentive program. Heffernan offers a comprehensive benefits package; more details on which can be found at Heffernan Habits (Expectations): These are practices that represent our unique employee culture. Smooth The Path And Be Respectful - Being respectful of one another is critical to developing and maintaining strong relationships. We are in this together as a team. Do Good - This is our core. We strive to do good for our clients, our company and our communities. Know Your Clients And Foster Relationships - Take the time to listen and learn. Build, maintain, and enhance the connections you make every day. Have Fun - Take the time to get to know your colleagues and let's have fun! If we are happy and connected, we all will do a better job for our clients. Answer The Phone (And Email) - Be available and responsive to clients and colleagues. Be Humble And Own It - We all make mistakes - what's important is that we take ownership for our mistakes and learn from them. Humility shows a willingness to learn and improve. Celebrate And Value Our Differences - We strive to be non-traditional. We all come from different backgrounds. Be open. Listen to others stories and experiences. Make an effort to not only include, but connect. Working Conditions: Work environment may be indoors, sitting at a desk or standing for extended periods of time. Daily use of computers, keyboard, mouse, headset, printers, and other commonly used office equipment. This position will require flexibility to work hours outside of a regular schedule.

Created: 2024-10-29