Executive Assistant

Socket.dev; Birmingham (AL); On-site; USD 55,000 - 75,000; Full time

Job summary

Lockton is seeking an Executive Assistant to provide administrative support to multiple executives. The role includes coordinating communications, travel, and calendar management, as well as supporting events that drive business execution and maintaining confidentiality.

The responsibilities include preparing documents, managing contacts, submitting expense reports, and assisting with Salesforce and office operations backup.

Qualifications

• College degree or minimum of 3+ years of experience as an Executive Assistant.
• Experience planning both small and larger scale events, including contract negotiation and vendor manager.
• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.

Responsibilities

• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Coordinate domestic and international travel
• Prepare internal and external corporate documents for team members and industry partners.
• Manage contacts and schedule internal and external appointments and conference calls.
• Prepare and submit expense report-related activities, such as receipt collection and follow up, and corporate credit card billing reconciliation.
• Coordinate events such as charity events, client/prospect outings and fund-raising events including contract negotiation and budget management
• Maintain an organized filing system of hard copy and electronic documents.
• Assist with prospect and client management in Salesforce.
• Assist with commission reconciliation for book of business.
• Uphold a strict level of confidentiality and careful handling of critically sensitive documents.
• Develop and sustain a level of professionalism among staff and clientele.
• Provides backup assistance and support to the Office Operations team including periodic coverage for receptionist/front desk.
• Other duties as assigned

Skills

Event planning

Microsoft Office

Calendar management

Communication

Vendor management

Education

College degree

3+ years EA experience

Job description

Mission:

The Executive Assistant (EA) provides administrative support to multiple key executives as well as event planning and operations support, as needed, for the office. This role keeps the executive on their “A” game so that they are ready and organized for the day/week/month ahead. This includes planning travel, managing contacts and schedules, supporting events that help drive business or support the series, and managing expenses. In this role the EA will act independently to execute activities and initiatives on behalf of the executives with minimal guidance.

Key Outcomes:

• The executive is ready take the trip, go to the meeting feeling organized with the right information, communications and details handled.
• The event goes off without a hitch and the smallest of details have been managed.
• The executive feels supported and taken care of at a moment’s notice.
• You have anticipated the needs and stayed in rhythms with the executive.

Key Responsibilities:

• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Coordinate domestic and international travel
• Prepare internal and external corporate documents for team members and industry partners.
• Manage contacts and schedule internal and external appointments and conference calls.
• Prepare and submit expense report-related activities, such as receipt collection and follow up, and corporate credit card billing reconciliation.
• Coordinate events such as charity events, client/prospect outings and fund-raising events including contract negotiation and budget management
• Maintain an organized filing system of hard copy and electronic documents.
• Assist with prospect and client management in salesforce.
• Assist with commission reconciliation for book of business.
• Uphold a strict level of confidentiality and careful handling of critically sensitive documents.
• Develop and sustain a level of professionalism among staff and clientele.
• Provides backup assistance and support to the Office Operations team including periodic coverage for receptionist/front desk.
• Other duties as assigned

Job Competencies:

• Managing Work: Effectively managing one's time and resources to ensure that work is completed efficiently.
• Initiating Action: Taking prompt action to accomplish work goals; taking action to achieve results beyond what is being required; being proactive.
• Collaborating: Working cooperatively with others to help a team or work group achieve its goals.
• Building Customer Loyalty: Meeting and exceeding (internal or external) expectations while cultivating relationships that secure commitment and trust.
• Adaptability: Maintaining effectiveness when experiencing major changes in work responsibilities or environment (e.g., people, processes, structure, or culture); adjusting effectively to change by exploring the benefits, trying new approaches, and collaborating with others to make the change successful.
• Decision Making:Identifying and understanding problems and opportunities by gathering, analyzing, and interpreting quantitative and qualitative information; choosing the best course of action by establishing clear decision criteria, generating and evaluating alternatives, and making timely decisions; taking action that is consistent with available facts and constraints and optimizes probable consequences.

Cultural Competencies:

• We Live Service! Providing the best solutions for our clients is fundamental to our business. This client focus means we act with integrity and as a trusted advisor. We learn our clients’ business and build partnerships.We always put our clients’ interests first.
• We run at Lockton Speed! We make decisions locally, with a sense of urgency. We are responsive to clients, our teams and our partners. Be quick, but don't hurry! This means get it done right the first time with efficiency, speed, and most importantly quality.
• We make it happen! There is no bureaucracy. We are open to solving problems in new ways. We are free to do the work that we love, take risks, while making responsible professional decisions. We value independence, new ideas, and informed opinions.
• We have a passion for our work. We have high expectations for our self and others. We are intensely competitive, and aggressively pursue the best solutions. We are intentional in how we work, and use drive and grit and move through challenges. We thrive on difficult challenges.
• It's Personal. Our relationships matter. We are in this together with our associates, clients, and communities. One team, where candid and straightforward interactions allow for proactive collaboration. We work through challenges, celebrate our successes, learn and grow.

Knowledge and Experience:

• College degree or minimum of 3+ years of experience as an Executive Assistant
• Experience planning both small and larger scale events, including contract negotiation and vendor manager
• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.