What are the responsibilities and job description for the Executive Assistant position at The Institutes?
About The Institutes
A not-for-profit organization located in beautiful Malvern, PA, The Institutes have been the leading provider of risk management and property-casualty insurance education for more than 100 years. By living our values—Put the Customer First, Do What You Say, Work Together, Be Innovative and Do the Right Thing—our talented team partners with our customers to deliver innovative solutions that best empower risk and insurance professionals to help those in need. In 2021, The Institutes was named a Top Workplace by Philly.com for the sixth time. We understand the importance of work-life balance and provide excellent benefits and a friendly and team-focused work environment to drive employee engagement.
Executive Assistant
The Executive Assistant is primarily responsible for all administrative duties in support of the President & CEO and EVP & Head of Business Units and for planning Board of Trustee meetings and materials. The successful candidate will be aligned with the core values of The Institutes: have a customer first mentality; be collaborative; be innovative; do what you say you’ll do; and always do the right thing.
What You’ll Do
- Provides administrative support to the President & CEO and EVP & Head of Business Units, including: travel arrangements, incoming calls, typing, copying, filing, mail, expense reports, etc.
- Plans, coordinates and ensures the CEO and EVP & Head of Business Units’ schedule is followed and respected. Provides a “gatekeeper” type role, creating win-win situations for direct access to CEO and EVP & Head of Business Units’ time.
- Communicates directly, and on behalf of the CEO and EVP & Head of Business Units with employees, customers and others, on direct matters related to the CEO and EVP & Head of Business Units’ current and future initiatives.
- Proactively anticipates needs of President & CEO and EVP & Head of Business Units and makes recommendations for more efficient and effective processes. Follow up on needs, requests, and outstanding items proactively.
- Coordinate logistical needs for meetings.
- Provides assistance to the Corporate Secretary and Chief of Staff, including: maintaining corporate records, contracts, Board minutes, etc.
- Under the direction of the President & CEO, EVP & Head of Business Units and Chief of Staff, prepares materials for February and June Board meetings, and ad hoc meetings as needed.
- Maintains high level of confidentiality through all work assignments.
- Assume additional responsibilities and assists other departments as required.
Other Responsibilities
- Attend Institute meetings as required.
- Work well with others in an environment requiring teamwork, quick problem resolution, and shifting priorities.
- Ability to effectively manage multiple tasks simultaneously.
- Performs other duties as assigned.
Required Competencies
- Professionalism
- Planning & Organizing with ability to multitask
- Attention to detail
- Problem solving
- Anticipating Needs
- Confidentiality
- Decision making
- Customer focus
- Communication
- Computer & Technology Skills
What We’re Looking For
- Bachelor’s degree required.
- Six plus or more years of related experience supporting senior executive level individuals
- Management/supervisory experience preferred.
- Substantial experience in dealing with C-level executives.
- Advanced proficiency with Microsoft Office applications.
The Best Part? The Benefits!
To enforce the importance of work-life balance, employees enjoy excellent benefits, including:
- 401(k) plan with company contribution up to 16%
- Generous time off package that includes paid vacation, personal, sick and holidays
- Paid maternity and parental leave
- Tuition reimbursement
- Medical, dental, vision, and prescription coverage
- Free lunch on campus on everyday
- On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25 mile walking path!
Role is hybrid with at least two days each week in the office. Candidates should be able to commute to Malvern, PA at least two days per week.