Executive Assistant

Erie and Niagara Insurance; Eggertsville (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health, Dental and Vision insurance

Life Insurance

Short- and long-term disability

Supplemental benefit and insurance

401k with up to 6% company match

Pension

Generous PTO

Profit share and more!

Job summary

Erie and Niagara Insurance is seeking a full-time Executive Assistant to provide high-level administrative support to company officers and leadership staff in the Western New York region. The role involves complex calendar management, travel planning, document preparation, and confidential communications.

Salary ranges and a comprehensive benefits package accompany this opportunity. The candidate will support the CEO, coordinate meetings, draft memos, and assist with special projects and board

Qualifications

• Bachelor's degree in Business Administration or related field preferred.
• Four or more years of experience in an administrative role reporting directly to upper management.
• Advanced organizational skills to manage time, coordinate calendars, prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• High level of interpersonal skills to handle sensitive and confidential situations.
• Strong problem-solving and decision-making skills.
• Strong time-management skills and the ability to coordinate multiple concurrent projects.
• Proficiency with office productivity tools and aptitude for learning new software.
• Flexible team player, willing to adapt to changes and challenges.
• Technical calendar management skills with automated scheduling tools.
• Proficient PC skills in Windows with Word, Excel, PowerPoint, Publisher.
• Ability to gather and summarize data for reports and develop internal processes.

Responsibilities

• Support the CEO primarily and provide additional support to executive team members to ensure goals are met and operations run efficiently.
• Plan and orchestrate work to meet senior executives’ priorities and organizational goals.
• Manage scheduling for the CEO, including agendas, mail, email, calls, and client management.
• Provide administrative tasks such as typing, dictation, spreadsheets, and filing system maintenance.
• Coordinate calendars, meetings, and travel arrangements for executive staff.
• Draft letters, memos, invoices, and reports for executive staff.
• Summarize and distribute important memos to staff.
• Attend meetings with executives, take notes, and record minutes.
• Maintain confidentiality of corporate matters.
• Prepare letters, reports, and agency agreements as directed.
• Upload vendor forms to SharePoint and support decision-making with data.
• Organize company events, conferences, and workshops.
• Handle NYSDFS complaint documentation and responses.
• Maintain office supply inventory and reorder as needed.
• Prepare presentations and manage expense reporting.
• Assist with special projects and strategic initiatives; project management of tasks.
• Board Administration and meeting notices for ENIA & CV.
• Coordinate board/committee meals and RSVPs; manage communications for meetings.
• Back up receptionist duties and input meeting dates on board sites.

Skills

Organizational skills

Communication

Interpersonal skills

Problem-solving

Time management

Office productivity tools

Calendar management

Adaptability

Data analysis

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

Publisher

Job description

Salary Range: $55,000.00 To $65,000.00 Annually

Position Overview

Erie and Niagara is seeking a full-time Executive Assistant to provide high-level administrative support and assistance to Company Officers and/or other leadership staff. This is a great opportunity to join an established WNY company with opportunities for advancement. Duties include general clerical, receptionist and project based work.

We offer a competitive benefits package including:

• Health, Dental and Vision insurance
• Life Insurance
• Short- and long-term disability insurance
• Supplemental benefit and insurance options
• 401k with up to 6% company match
• Pension
• Generous PTO
• Profit share and more!

Responsibilities

• Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Coordinate calendars, schedules, meetings, and travel arrangements for executive staff.
• Coordinate direct mailings which may include but is not limited to Christmas Cards.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for executive staff.
• Receives incoming communication or memos on behalf of executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Maintains confidentiality of all corporate matters.
• Prepare letters, reports, and agency agreements as directed by Management.
• Upload new Third Party Vendor forms to Security Team site on SharePoint
• Conducting research, gathering data, and preparing reports to support decision-making.
• Organizing and coordinating company events, conferences, and workshops.
• Responsible for handling NYSDFS Complaint letter documentation, and response.
• Maintains office supply inventory and orders supplies/materials as needed.
• Prepare presentations.
• Manage expense reporting and tracking.
• Assist with special projects and strategic initiatives, as assigned. Project management of designated tasks.
• Board Administration
• Draft/Send out Meeting Notices for all Erie and Niagara and Cherry Valley Board and Committee Meetings
• Track responses for each meeting and communicate attendance with Executive Management
• Coordinate Board/Committee meeting breakfast, lunch, snacks, drinks, etc.
• Coordinate Board/Committee dinner reservations and RSVPs
• Back up to receptionist for meeting set up and preparation
• Once annual Board/Committee meeting calendar is finalized for ENIA & CV:
• Send out meeting notices in Outlook to Board members and management
• Input meeting dates and times on Board site in Agent LaunchPoint
• Back-up for the Receptionist position
• Other Administrative duties as assigned by members of management

Qualifications

• Bachelor’s degree in Business Administration or related field preferred.
• Four or more years of experience in an administrative role reporting directly to upper management
• Advanced organizational skills to manage time, coordinate calendars, prioritize tasks and meet deadlines
• Excellent written and verbal communication skills
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Strong problem-solving and decision-making skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Technical calendar management skills to operate automated scheduling and calendar and task-management software
• Proficient PC Skills in a Windows based environment, including Word, Excel, PowerPoint, and Publisher
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems
• Experience in developing internal processes and filing systems preferred

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Possession of small motor skills required for keyboarding, using telephone, various pieces of hardware. The employee is frequently required to sit, talk or hear. Specific vision abilities required by this position include the ability to view forms, books and computer monitors on a regular basis.

Employee must have the ability to drive a car and may be required to undergo periodic drug testing. Must maintain a good driving record and have a valid and current driver’s license. DMV reports may be obtained periodically.

Pay range for this position is $55,000-$65,000 annually depending on experience and qualifications of the selected candidate. The expected salary range for this position is displayed in accordance with the New York State Pay Transparency Law.

Erie and Niagara is proud to be an equal opportunity employer.