Executive Assistant

ANV Insurance; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

ANV Insurance is seeking an Executive Assistant to support our CFO and COO, performing a wide range of administrative and executive support to ensure the efficient operation of the organization.

Responsibilities include coordinating international and domestic travel, managing busy schedules, preparing monthly expense reports, and onboarding new hires. Proficiency in MS Word, Excel, PowerPoint, and Outlook is essential, with strong organizational skills.

Qualifications

• Experience in a corporate environment with high confidentiality.
• Ability to juggle multiple tasks in a fast-paced setting while meeting deadlines.
• Proficiency with Word processing, spreadsheets, databases, and presentation software (MS Word, Excel, PowerPoint).

Responsibilities

• Coordinate international and domestic travel and manage busy schedules.
• Prepare monthly expense reports and conference registrations.
• Manage onboarding and set up for new hires.
• Provide executive support to CFO and COO, including meeting coordination and logistics.
• Greet clients and guests and escort to conference rooms.
• Run errands and handle general clerical duties as needed.
• Launch and facilitate virtual meetings and manage calendars in a professional manner.

Skills

Communication

Interpersonal skills

Multitasking

Education

Bachelor's Degree

Tools

MS Word

MS Excel

PowerPoint

Outlook/Calendar

MS Teams

Job description

ANV is a global specialty insurance platform operating across the United States, United Kingdom, and Europe. Backed by AmTrust Financial Services and Blackstone Credit & Insurance, we bring together a portfolio of established MGAs and specialist underwriting businesses delivering innovative insurance solutions across multiple markets.

As a rapidly growing platform, ANV combines the strength of established insurance businesses with the opportunity and energy of a scaling organization. We are committed to underwriting excellence, entrepreneurial thinking, and empowering our people to make a meaningful impact as we continue to build the next generation of specialty insurance businesses.

ANVInsuranceisseekinganExecutiveAssistanttosupportourCFOandCOO,performingawiderangeofadministrativeandexecutivesupporttoensuretheefficientoperationoftheorganization.

Responsibilities

• CoordinateInternationalandDomesticTravelandmanagebusyandcomplexschedules.


• Handle/Managealllogisticsoftravel:carpick-up,lodging,flights,meetings,diningreservations


• Preparemonthlyexpensereports


• RegisterExecutiveandDirectReportsforconferences


• PowerPoint,Excel,andWordproficiency


• StrongOrganizationalaptitude


• Manageallonboardingandnewhiresetup.


• Highvolumephonecoverageandemailscreening.Setupandclean-upupconferenceroomsbeforeandaftermeetings.(ForF&BandA.V.requirements,mustcoordinatewithproperchannelsinadvance.)


• Preparation(printing,scanning,copying,binding)ofmeeting


• Adhocresearchandclericalprojectsandassortedadministrativetasks


• Performgeneralclericalduties,includingphotocopying,printing,scanning,filing,faxing,andmailing


• Handlerequestsforinformationanddata


• Resolveadministrativeproblemsandinquiries


• Scheduleandcoordinatemeetings,appointments,andtravelarrangementsformanagersorsupervisors


• Prepareagendasformeetingsandprepareschedules(Preparebindersforconferenceevents)


• Assistwithincomingmailprocessasneeded


• Periodicexpensereportreviews


• PeriodicExcelworksheetsastheyareassigned


• Dailybriefings,gooverhighlightsforeachday


• Endofthedaybriefing–follow-up(checklistonprojectsandtasks,statusupdate)


• Bookpersonalappointments:I.E.,Doctor/Dentist/Check-Up


• Runerrandswhenneeded


• MustbeveryfamiliarwithMicrosoftTeams/OutlookCalendar


• AssistDirectReportswhenneeded


• OfficeMaintenancebyfilingandorganizingreportsandsensitivematerialsbyplacingtheminproperbindersandfolders.


• Greetincomingclients/guests.Then,escortthemtodesignatedconferencerooms.


• Arrangediningreservationswhenneeded.


• Confirmallappointmentsforthefollowingday.


• Launchallvirtualmeetings,bethefacilitator(admittingallattendeestothemeeting).

Qualifications

• Musthaveextendedexperienceworkinginacorporateenvironment


• Musthaveahighlevelofinterpersonalskillstohandlesensitiveandconfidentialsituations.Positioncontinuallyrequiresdemonstratedpoise,tact,anddiplomacy.


• Mustbeabletointeractandcommunicatewithindividualsatalllevelsoftheorganization.


• Musthaveknowledgeofavarietyofcomputersoftwareapplicationsinwordprocessing,spreadsheets,databases,andpresentationsoftware(MSWord,Excel,Access,PowerPoint)


• Workrequirescontinualattentiontodetailincomposing,typing,andproofingmaterials,establishingpriorities,andmeetingdeadlines.


• Mustbeabletoworkinafast-pacedenvironmentwithdemonstratedabilitytojugglemultiplecompetingtasksanddemands.


• Mustbeveryconsistent


• Mustbeveryprofessionalwitheveryinteraction:emails,phone,in-personwithbothinternalandexternalguests)especiallyclients.


• Mustadheretoofficedresscodeandappearance.

Education/Training/Experience

Bachelor's Degree; three or years of experience in a financial, insurance, or similar corporate environment; or equivalent combination of education and experience.