Executive Assistant

EMPLOYERS; Birmingham (AL); On-site; USD 41,328 - 60,614; Full time

Job summary

EMPLOYERS is seeking an Executive Assistant in Birmingham, Alabama. This role provides high-level administrative support to the CEO and executive leadership in a primarily remote environment. Responsibilities include managing the executive's calendar, organizing meetings, and maintaining confidentiality. Applicants should have 10-12 years of experience in administrative support, strong communication skills, and proficiency in MS Office. Compensation ranges from $30/hr to $44/hr, with comprehensive benefits provided.

Qualifications

• 10-12 years of experience providing direct administrative support to C-suite executives.
• Strong analytical, verbal, and written communication skills.
• Demonstrated proficiency with AI tools and automation platforms.

Responsibilities

• Provide high-level administrative support to the CEO and executive leadership.
• Maintain strict confidentiality of all company and personnel matters.
• Organize virtual and in-person meetings with agendas and follow-ups.

Skills

Analytical skills

Verbal communication

Written communication

Advanced proficiency with MS Office

Problem-solving skills

Attention to detail

Education

Bachelor’s Degree or equivalent experience

Tools

MS Office (Word, Excel, PowerPoint, Visio, Outlook)

Microsoft SharePoint

Microsoft Teams

Job description

General Summary

The Executive Assistant provides high‑level administrative, operational, and organizational support to the CEO and other members of executive leadership in a fast‑paced, primarily remote environment. The role serves as a trusted partner and extension of the executive, ensuring information flows smoothly, priorities are managed effectively, and work is executed with accuracy, professionalism, and discretion. Candidates should be warm, approachable, patient and proactive, resourceful under pressure, and committed to making those around them feel supported.

Essential Duties and Responsibilities

• Provide high‑level administrative, operational, and organizational support to the CEO and executive leadership, acting as a trusted partner and extension of the executive.
• Maintain strict confidentiality of all company, personnel, financial, strategic, and sensitive business matters; exercise sound judgment, discretion, and tact within scope of authority.
• Serve as liaison with internal departments, senior leaders, board‑level stakeholders, and external partners; represent the executive professionally and consistently across all interactions.
• Interpret and understand requests, analyze information, and independently determine appropriate responses, priorities, or routing to ensure timely and effective resolution.
• Compose, edit, and prepare general and advanced communications; summarize complex or lengthy materials and highlight critical information, risks, and decision points for the executive.
• Ensure timely flow of information to and from the executive by organizing materials, tracking follow‑ups, maintaining communication cadences, and managing asynchronous updates across a distributed leadership team.
• Create, edit, and prepare reports, presentations, summaries, forms, and operational documents using advanced features of presentation, graphic, and reporting software; prepare, manage, analyze, and validate monthly operational reporting.
• Proactively manage the executive’s calendar to optimize time, ensuring proper prioritization, preparation windows, and alignment to strategic goals; identify conflicts early and anticipate scheduling needs.
• Organize virtual and in‑person meetings, including agendas, pre‑reads, supporting documents, technology setup, and follow‑up action tracking.
• Arrange complex domestic travel and itineraries, confirm all logistics in advance, prepare business documents required for travel‑related meetings, and develop contingency plans for potential disruptions.
• Coordinate board meeting logistics including scheduling, material preparation and distribution, board member communications, and post‑meeting follow‑up; maintain strict confidentiality in all board‑related activities.
• Initiate, organize, and execute projects with minimal direction; track milestones, deadlines, risks, and dependencies to support smooth execution and cross‑functional alignment.
• Coordinate across departments to support executive priorities, maintain visibility into ongoing initiatives, and ensure follow‑through on commitments; maintain trackers for action items and decisions.
• Support executive productivity by preparing briefings, consolidating information from multiple sources, running point on follow‑ups, and identifying issues requiring escalation.
• Facilitate efficient remote collaboration by administering digital workspaces, maintaining organized online files, preparing virtual meeting setups, and leveraging templates, automation tools, and AI capabilities to improve workflow efficiency.
• Troubleshoot basic technology‑related issues and support adoption of communication or collaboration tools to ensure seamless participation in remote meetings and digital workflows.
• Provide professional engagement and frontline support for colleagues, executives, clients, and external partners (virtually or in person); answer, screen, and route inquiries using a service‑oriented approach.
• Complete, review, and process expense reports, invoices, vendor payments, and other accounting items for assigned leaders.
• Establish, maintain, and update filing and records systems (digital and physical) consistent with company records retention policies; ensure logical organization and efficient retrieval of information.
• Review electronic and physical mail and prioritize materials according to executive direction; categorize and distribute items appropriately to support timely response management.
• Demonstrate resourcefulness, initiative, and strong problem‑solving skills; independently manage competing priorities and multiple deadlines; remain composed and effective under pressure.
• Other duties as assigned.

Requirements

• 10‑12 years of experience providing direct administrative support to C‑suite executives (CEO, CAO, CIO, or equivalent); or equivalent combination of education and experience. Prior experience supporting board‑level activities strongly preferred.
• Strong analytical, verbal, and written communication skills, and the ability to interface professionally with all levels of the company.
• Possess advanced proficiency with MS Office products including Word, Excel, PowerPoint, Visio, and Outlook.
• Demonstrated proficiency with AI tools and automation platforms to improve workflow efficiency; ability to leverage technology to enhance executive support functions.
• Ability to create/build formulas within spreadsheets; ability to create organizational charts and flow charts.
• Technical and intuitive capability with systems and reporting.
• Proficiency with Microsoft SharePoint and Teams and virtual collaboration platforms; ability to set up, manage, and troubleshoot webcasts and virtual executive meetings.
• Must be able to maintain the highest level of confidentiality.
• Ability to use good judgment to determine the best approach or action to take in non‑routine situations.
• Exceptional organizational skills required.
• Must be detail‑oriented with demonstrated ability to handle multiple tasks simultaneously.
• Ability to demonstrate initiative and to meet designated deadlines.
• Must reside in or be willing to relocate to the Birmingham, Alabama area (no relocation assistance provided); available for in‑person presence in Birmingham for business events including board meetings, leadership gatherings, and executive visits, as well as occasional travel to other company locations.
• Experience supporting board‑level activities including materials preparation, scheduling, and communications preferred.
• Experience in the insurance industry preferred.

Certification

• Notary Public highly preferred.

Education

• Bachelor’s Degree or equivalent experience preferred.
• Equivalent combinations of education and experience may be considered.

Work Environment and Physical Demands

• This role is primarily remote; however, candidates must reside in or be willing to relocate to the Birmingham, Alabama area (no relocation assistance provided) and be available for in‑person events including board meetings, leadership gatherings, and executive visits.
• Occasional travel to other company locations may also be required. It requires a suitable home workspace that provides a private and quiet environment.
• Expected work hours may be adjusted as needed to accommodate the requirements of the position and the needs of the organization.
• This role routinely uses office equipment such as computers, phones, printers, and web‑conferencing technology.
• This is largely a sedentary role; however, some mobility is required.
• Employees may be required to work early, late, or occasional weekend hours.
• Occasional lifting of a maximum of 30 lbs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation

Hourly Pay Rate: $30/hr – $44/hr. Comprehensive benefits are available.