Administrative Assistant

Brown & Brown; Daytona Beach (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

A large administrative support firm is seeking an Administrative Assistant to provide comprehensive support to the EVP and leadership team. The ideal candidate will excel in organizational skills and communication, ensuring effective stakeholder liaison and managing confidential information with discretion. This role requires the ability to thrive in a fast-paced environment, coordinate complex schedules, and prepare executive-level materials. A commitment to diversity, inclusion, and belonging is essential for the team culture.

Qualifications

• Proven experience in a support role.
• Exceptional communication skills with the ability to influence and inspire others.
• Demonstrated ability to operate in a fast-paced, high-pressure environment.

Responsibilities

• Provide comprehensive administrative support to the EVP and leadership team.
• Act as an 'on the ground' liaison for stakeholders for effective communication.
• Manage confidential information with discretion.
• Coordinate complex travel schedules and prepare trip notes.

Skills

Organizational skills

Communication skills

Project management

Confidentiality

Logistical expertise

Job description

This position requires exceptional organizational skills, strong communication, and the ability to operate with autonomy, discretion, and professionalism in a fast-paced, global team environment. The Administrative Assistant will serve as a trusted partner to the Executive Assistant to the EVP, who is based in London, and will work together to ensure seamless execution of priorities, manage complex schedules, coordinate high-level meetings, and support strategic initiatives that drive growth and operational excellence across the segment.

Strategic and Operational Support

• Provide comprehensive administrative support to the EVP and direct leadership team, including calendar management, travel coordination, expense reporting, compliance oversight, and meeting preparation.
• Act as an ‘on the ground’ gateway and liaison for internal and external stakeholders, ensuring timely and effective communication. Working with the London-based EA and the Chief of Staff to provide wrap around time zone support.
• Manage confidential information with the highest level of discretion.
• Coordinate complex travel schedules and prepare trip notes and briefing packs.
• Accurately capture key discussions and action items during meetings, and promptly share the notes with all relevant participants to ensure clear communications. Track progress of follow-up items and provide summary of progress.
• Prepare, with guidance and support if needed, executive-level presentations, reports, and briefing materials for board meetings, leadership forums, and client engagements.

Operations Oversight

• Monitor and enhance operational processes, identifying areas for improvement and efficiency.
• Operate with a sense of urgency and a bias toward action to consistently deliver high-quality support and deliverables.
• Navigate ambiguity and pivot, as needed, to drive results and change.

Prioritization of Confidentiality and Trust

• Serve as a custodian of confidential information, maintaining the highest level of discretion. Build coalitions and foster trust with staff, partners, and stakeholders at all levels.
• Demonstrate the ability to work cooperatively with others and develop trusting relationships with senior leaders, external partners, and teammates at all levels.
• Demonstrated commitment to the principles of DIB (Diversity, Inclusion, and Belonging), including the ability to speak up and bring diversity of thought to situations.

Required

• Proven experience in a support role.
• Exceptional communication skills with the ability to influence and inspire others.
• Project management and logistical expertise.
• Demonstrated ability to operate in a fast-paced, high-pressure environment while maintaining an elevated level of professionalism and confidentiality.

Preferred

• 3-5 years of professional experience in increasing support responsibilities for senior management roles, in a corporate or equivalent setting or other fast-paced, rapidly changing environments.
• Ability to draw best practices from a variety of professional contexts (private, non-profit, government).
• Ability to understand and interpret the multiple complexities of an evolving business undergoing expanded growth.