Executive Assistant

Westfield Insurance; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

A financial services company is seeking an experienced Executive Assistant to provide high-level administrative support to senior leadership in a fast-paced environment. Key responsibilities include managing complex calendars, coordinating travel, and preparing executive-level materials. The ideal candidate will have a minimum of five years of executive administrative experience, strong organizational skills, and proficiency in Microsoft Office. This role is crucial for ensuring efficient operations and communication within the executive team.

Qualifications

• Minimum of five years of executive administrative experience.
• Experience supporting finance or insurance leaders preferred.
• Exceptional organizational and prioritization skills are necessary.
• Strong written and verbal communication skills with professionalism.
• Ability to adapt in a fast-paced environment.

Responsibilities

• Manage complex calendars and resolve scheduling conflicts.
• Coordinate travel arrangements and document expenses.
• Act as a contact point for communications for senior leaders.
• Prepare executive-level documents and materials.
• Support financial meetings by coordinating agendas and logistics.

Skills

Organizational skills

Time-management

Written communication

Verbal communication

Problem-solving

Tools

Microsoft Office

Outlook

Teams

PowerPoint

Excel

Job description

Job Description

The Executive Assistant provides high‑level administrative and operational support to the WSP Chief Financial Officer and the Executive Vice President, Financial Lines. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast‑paced, highly confidential environment. The Executive Assistant partners closely with senior leadership, internal teams, and external stakeholders to ensure seamless execution of day‑to‑day activities and key initiatives.

The role operates with moderate supervision and mentorship and is fully accountable for individual results and deliverables.

Key Responsibilities

• Manage multiple complex and dynamic calendars, resolving conflicts and anticipating scheduling needs
• Coordinate domestic and international travel arrangements, including itineraries, logistics, and expense documentation
• Serve as a primary point of contact for internal and external communications on behalf of senior leaders
• Prepare presentations, briefing materials, and other executive‑level documents with accuracy and professionalism
• Support financial and business unit meetings by coordinating agendas, logistics, materials, and follow‑up actions
• Prepare, submit, and track expense reports in a timely and accurate manner
• Track key initiatives, deadlines, and deliverables across teams, ensuring alignment and follow‑through
• Proactively anticipate issues, assess risks, and recommend solutions to support leadership effectiveness
• Handle highly confidential and sensitive information with discretion, integrity, and sound judgment
• Build strong, collaborative relationships with leaders, team members, and external partners
• Screen and respond to incoming calls, requests, and visitors, prioritizing appropriately
• Perform additional duties and responsibilities as assigned

Qualifications & Experience

• Minimum of five (5) years of executive administrative experience, preferably supporting senior‑level leaders
• Demonstrated experience supporting finance, insurance, or related business leaders preferred
• Exceptional organizational, time‑management, and prioritization skills
• Strong written and verbal communication skills with a high level of professionalism
• Proven ability to adapt and succeed in a fast‑paced, evolving environment
• High attention to detail and strong follow‑through on commitments
• Proficiency in Microsoft Office and collaboration tools (Outlook, Teams, PowerPoint, Excel, etc.)
• Proactive problem‑solver with the ability to anticipate needs and take initiative

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

Equal Opportunity Employer

United States: All applicants receive consideration for employment without regard to race, color, sex, religion, national origin, age, sexual orientation, gender identity, disability, or status as a protected veteran.

United Kingdom: Westfield is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.