Executive Assistant

The Gray Insurance Company; Metairie (LA); On-site; USD 60,000 - 80,000; Full time

Job summary

The Gray Insurance Company, located in Metairie, Louisiana, is seeking an experienced professional for an executive support role. This position requires managing a complex calendar, coordinating travel, and handling confidential correspondence.

The ideal candidate will have a minimum of 5 years supporting C-suite executives, possess strong organizational skills, and be proficient in Microsoft Office Suite. Commitment beyond standard hours and a proactive approach to problem-solving are essential.

Qualifications

• 5+ years of experience in high-level executive support, ideally for C-suite.
• Proven ability to handle sensitive information with discretion.
• Experience managing complex travel logistics.

Responsibilities

• Manage a complex calendar and prioritize commitments.
• Draft and manage correspondence for the owner.
• Coordinate travel arrangements and logistics.

Skills

Discretion

Communication

Technological confidence

Organizational skills

Financial literacy

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Apple ecosystem

Job description

• Manage a complex, continuously evolving calendar with competing priorities across personal and professional commitments
• Anticipate scheduling conflicts and proactively resolve them with minimal disruption
• Coordinate high-priority meetings, ensuring all logistics, materials, and participants are prepared in advance

Communications & Correspondence

• Serve as the primary point of contact between the owner and internal/external stakeholders
• Draft, edit, and manage correspondence, including sensitive and confidential communications, with professionalism and accuracy
• Screen and prioritize incoming communications, ensuring timely and appropriate responses

Travel & Logistics Coordination

• Build comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and itinerary management
• Coordinate travel arrangements for family members and guests upon request
• Anticipate and resolve logistical challenges before they arise; manage changes in real time
• Provide hands‑on support for personal and professional devices including phones, tablets, computers, and printers
• Manage setup, troubleshooting, and ongoing maintenance of smart home systems, security systems, internet services, and applications
• Serve as a capable and resourceful technology liaison — researching solutions, coordinating vendor support, and resolving issues efficiently

Registrations, Memberships & Administrative Compliance

• Coordinate time‑sensitive registrations, renewals, and administrative filings on behalf of the owner
• Manage external organizational affiliations, memberships, and related correspondence
• Track and log political and corporate contribution thresholds, ensuring awareness of compliance considerations and maintaining accurate records

Package & Shipment Management

• Track, retrieve, and manage incoming and outgoing shipments and deliveries
• Proactively follow up on delayed or missing packages and coordinate resolutions with carriers or vendors

Research & Information Retrieval

• Conduct research across a wide range of subject matter as directed, delivering concise, accurate summaries and analysis
• Retrieve historical records and information related to past events, associations, and activities as needed
• Process expense reimbursements, manage vendor invoices, and maintain organized financial records
• Assist with account reconciliation, bill payment, and data entry into financial management systems
• Maintain office supply inventory and ensure the executive environment is professionally managed

Additional Duties

• Perform personal errands and tasks as assigned, approaching each with the same professionalism as formal responsibilities
• Provide support across any area where the owner’s effectiveness can be enhanced
• Adapt to new responsibilities as needs evolve

What We Are Looking For

The right person for this role brings a rare combination of capabilities and character:

• Unwavering discretion. You handle sensitive information with the highest level of confidentiality.
• Exceptional availability. You understand this role sometimes operates beyond standard business hours and respond accordingly
• True adaptability. You shift between complex priorities seamlessly
• Technological confidence. You are comfortable solving problems across a wide range of devices, systems, and platforms
• Proactive excellence. You don't wait to be told but instead anticipate needs, close loops, and deliver results
• Polished communication. Your written and verbal communication is clear, precise, and professionally calibrated to every audience
• Composure under pressure. You remain steady and solution‑oriented in demanding, fast‑moving situations

Qualifications

• Bachelor's degree preferred; equivalent experience will be considered
• Minimum 5 years of experience in a high-level executive support role, ideally supporting C‑suite leadership
• Demonstrated proficiency with Microsoft Office Suite, Apple ecosystem, and common productivity platforms
• Experience managing complex travel logistics, including international itineraries
• Proven track record of handling confidential and sensitive matters with absolute discretion
• Strong financial literacy and experience with basic bookkeeping or financial record management
• Ability to manage multiple priorities simultaneously with meticulous attention to detail

The above statements describe the general nature and level of work expected of this position. The incumbent may be requested to perform job‑related tasks beyond those described here. This position requires on‑call availability and the flexibility to respond to the needs as circumstances demand.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.