Executive Assistant

American Equity; Des Moines (IA); On-site; USD 60,000 - 85,000; Full time

Job summary

American Equity is seeking an experienced Executive Assistant to support a member of the executive leadership team. You will exercise autonomy in managing schedules, travel, and correspondence, while coordinating projects and reporting progress.

Ideal candidates have a Bachelor's degree in Business Administration and at least five years of related experience, including three supporting C-suite executives. Proficiency in Microsoft Office, strong communication, and a professional presence are

Qualifications

• Bachelor's degree in Business Administration or related field with five years of progressively responsible related experience, including three years providing administrative, office and project support to C-suite level executives; or equivalent combination of education and experience.

Responsibilities

• Manages and maintains executive leader(s)’ calendars, schedules, appointments, and travel arrangements; prepares executives for daily schedule.
• Monitors, responds, and distributes incoming communications on behalf of the executive.
• Initiates, prepares and edits reports, correspondence, communications, presentations, and other documents using Microsoft Office applications PowerPoint, Excel and/or Word.
• Interacts professionally with external and internal staff at all levels; answers and manages incoming calls; receives and interacts with incoming visitors.
• Effectively maintains confidential information.
• Arranges and coordinates meetings and events, including preparing agendas, securing outside vendor assistance, meeting location, food/beverage orders, etc.
• Serves as the executive's delegate on select administrative matters such as OKR progress report requests, equipment or other purchases, expense report submission and approval, select vendor negotiation, etc.
• Assists with office and budget/expense management; reviews, processes and approves invoices and assists with expense management.
• Gathers and files project-related documentation; scans, files, and tracks projects; locates document files needed by other departments.
• Documents procedures and recommends and implements process and procedural efficiencies and improvements.
• Performs other related work as assigned.

Skills

MS Office

Outlook

Excel

PowerPoint

Communication

Organization

Confidentiality

Project management

Time management

Problem solving

Education

Bachelor's in Business Administration

Job description

Eagle Life Insurance Company®, a wholly owned subsidiary of American Equity Investment Life Insurance Company®, is an annuity provider that specializes in the design of safe, innovative retirement solutions and servicing financial institutions while applying a business approach that sets us apart. In an industry built on trust and relationships, we believe it is the people that make a company and our people are significant to our growth and the key to our success.

Eagle Life has job opportunities to take your career to the next level while offering excellent benefits, community and employee engagement, and educational advancement in the insurance industry. We are looking for high energy individuals aspiring and ready to extend their reach with a company that is innovative, inclusive and making a lasting impact. Join a team where you are appreciated and valued, work-life balance is top priority and company culture is not just talked about but is something that’s expressed in our daily work environment.

General Purpose Of The Job

The Executive Assistant performs executive administrative, office management and project coordination work on behalf of a member of the executive leadership team, exercising considerable autonomy and independent judgment on significant business matters. May provide administrative support to other senior leaders.

Essential Duties And Responsibilities

• Manages and maintains executive leader(s)’ calendars, schedules, appointments, and travel arrangements; prepares executives for daily schedule.
• Monitors, responds, and distributes incoming communications on behalf of the executive.
• Initiates, prepares and edits reports, correspondence, communications, presentations, and other documents such as charts, diagrams, and summary tables using MicroSoft Office applications PowerPoint, Excel and/or Word.
• Interacts professionally with external and internal staff at all levels; answers and manages incoming calls; receives and interacts with incoming visitors.
• Effectively maintains confidential information.
• Arranges and coordinates meetings and events, including but not limited to, preparing agendas, securing outside vendor assistance, meeting location, food/beverage orders, etc.
• Serves as the executive's delegate on select administrative matters such as Objectives and Key Results (OKR) progress report requests, equipment or other purchases, expense report submission and approval, select vendor negotiation, etc.
• Assists with office and budget/expense management; reviews, processes and approves invoices and assists with expense management.
• Files and retrieves documents and reference materials; leads department file retention efforts.
• Coordinates assigned projects including the determination of project objectives and measures upon which the project will be evaluated at its completion. Executes and monitors project progress according to the project plan and effectively communicates project needs and status to stakeholders, reviewers and contributors.
• Gathers and files project-related documentation including emails, pdf files, and bids/invoices when available; scans, files, and tracks projects; locates document files needed by other departments.
• Documents procedures and recommends and implements process and procedural efficiencies and improvements.
• Performs other related work as assigned.

Supervisory Responsibilities

Direct Reports:

0

General Description of Indirect Reports (2 and 3-downs

0

Education And/Or Experience

Bachelor's degree in Business Administration or related field of study; plus five (5) years of progressively responsible related experience, including three (3) years providing administrative, office and project support to C-suite level executives; or equivalent combination of education and experience.

Certificates, Licenses, Professional Designations

N/A

Knowledge, Skills And Abilities

• Proficient computer skills and in-depth knowledge of Microsoft Office Suite applications, including but not limited to Outlook, Word
• Advanced MS Excel and PowerPoint proficiency
• Strong interpersonal skills, including ability to communicate effectively verbally and in writing at all levels in the organization.
• Exemplary organization skills with strong attention to detail.
• Strong customer service orientation and professional presence.
• Ability to maintain confidentiality.
• Strong organizational and planning skills.
• Basic project management skills.
• Ability to prioritize and work on multiple projects simultaneously in a fast-paced environment.
• Ability to research and effectively solve problems.
• Ability to be motivated; takes initiative.
• Ability to write simple correspondence.
• Ability to carry out instructions furnished in written, verbal, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work cooperatively and successfully with employees, customers, and other outside third parties.
• Ability to successfully handle pressure and meet deadlines in a fast-paced work environment.

At American Equity, our core values- Empowered, Passion, Integrity, and Caring- are more than words. They guide how we support one another and how we serve our clients every day. To learn more about American Equity, our culture, and our values, visit the Careers site.

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