Executive Assistant

Mitsui Sumitomo Marine Management (USA), Inc.; New York (NY); On-site; USD 50,000 - 69,000; Full time

Benefits offered by this job

Healthcare and Retirement Benefits

Comprehensive medical, dental, and vis

401(k) with generous employer match

Wellness incentive program

Life and AD&D insurance

Flexible spending programs

Short-term and long-term disability

Paid time off

Paid charitable leave

Paid parental leave

Tuition reimbursement

Personal insurance discounts

Job summary

MSIG USA is seeking an experienced Executive Assistant to provide high-level administrative and operational support to the President, Heads of Business, and COOs within Financial Lines and Cyber. The role requires discretion, strong organization, and proficiency in managing complex calendars and communications.

Responsibilities include coordinating meetings, preparing materials and briefings, handling travel and expenses, and supporting leadership with special projects and events across the

Qualifications

• Bachelor's degree
• 5+ years of progressively responsible executive support experience
• Experience supporting multiple executives in a corporate environment
• Ability to handle confidential and sensitive information with professionalism and discretion
• Demonstrated ability to manage competing priorities and work independently
• Flexibility to adapt to changing schedules and urgent requests
• Ability to build effective relationships across all levels and with external partners
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel
• Strong calendar management, travel planning, expense administration, and document preparation
• Excellent written and verbal communication skills and strong organizational abilities

Responsibilities

• Executive calendar and priority management (25%).
• Meeting and executive support (20%).
• Communication and stakeholder coordination (15%).
• Travel and expense administration (15%).
• Administrative and operational coordination (15%).
• Project and business support (10%).

Skills

Calendar management

Meeting coordination

Travel planning

Expense administration

Document preparation

Communication skills

MS Office proficiency

Discretion and judgment

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

PowerPoint

Excel

Job description

Company Overview:

MSIG USA is the US-based subsidiary of MS&AD Insurance Group Holdings, Inc. , one of the world’s top P&C carriers and a global Class 15 insurer, with A+ ratings and a reach that spans 40+ countries and regions. Leveraging our 350-year heritage, MSIG USA brings the financial strength, expertise, and global footprint to offer commercial insurance solutions that address your business’s unique risks.

Summary/Job Purpose:

The Executive Assistant provides high-level administrative and operational support to the President, Heads of Business, and Chief Operating Officers within Financial Lines and Cyber, serving as a trusted partner in managing executive priorities, communications, meetings, travel, expenses, and business operations. The role exercises sound judgment, discretion, responsiveness, and strong organizational skills to help leaders operate efficiently and remain focused on strategic and operational priorities.

Essential Functions:

• Executive calendar and priority management (25%): Coordinate and maintain complex calendars; schedule internal and external meetings; identify conflicts; protect focus time; and proactively adjust schedules as priorities change.
• Meeting and executive support (20%): Prepare agendas, meeting materials, executive presentations, leadership communications, briefing documents, and board-level materials; coordinate logistics; capture decisions and action items as requested; and track follow-up commitments.
• Communication and stakeholder coordination (15%): Serve as a professional point of contact for internal and external stakeholders; triage requests; draft and proofread correspondence; and support timely communication across the Financial Lines and Cyber businesses.
• Travel and expense administration (15%): Arrange domestic and international travel; prepare itineraries and manage changes; prepare and process expense reports; and maintain accurate supporting documentation.
• Administrative and operational coordination (15%): Maintain files and records; support purchase, invoice, and vendor processes; coordinate office needs, events, and leadership activities; and help streamline administrative practices across the supported Financial Lines and Cyber leaders.
• Project and business support (10%): Assist the business with special projects, leadership meetings, employee and client events, data gathering, document organization, and other business priorities requiring coordination, discretion, and follow-through.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience Required:

• Bachelor's degree
• 5+ years of progressively responsible executive support experience, including supporting senior leaders.
• Experience supporting multiple executives in a corporate, insurance, financial services, or professional services environment.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Demonstrated ability to manage competing priorities, anticipate needs, and work independently with limited direction.
• Flexibility to adjust to changing schedules, urgent requests, and shifting business priorities.
• Ability to build effective working relationships across all levels of the organization and with external business partners.
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Strong calendar management, meeting coordination, travel planning, expense administration, and document preparation skills.
• Excellent written and verbal communication skills, attention to detail, follow-through, and judgment.
• Strong organizational and project coordination capabilities, with the ability to track commitments, deadlines, and action items across multiple leaders.

Salary:

The base pay range is $36.00 - $50.00 per hour. Salary determinations are based on various factors, including but not limited to, relevant work experience, skills, certifications and location.

Additional Benefits:

• Healthcare and Retirement Benefits
• Comprehensive medical, dental, and vision coverage
• 401(k) with a generous employer match and profit-sharing contribution
• Wellness incentive program
• Life and accidental death and dismemberment (AD&D) insurance
• Flexible spending programs
• Short-term and long-term disability plans
• Additional Benefit Programs
• Paid time off program
• Paid charitable leave
• Paid parental leave
• Tuition reimbursement program
• Personal insurance (auto/homeowners) discounts

It's an exciting time for our company and a great opportunity to join a financially sound and growing global insurance group!

It is the policy of MSIG USA to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, MSIG USA will provide reasonable accommodations for qualified individuals with disabilities.