Executive Assistant and Office Manager

MS Reinsurance; New York (NY); On-site; USD 80,000 - 120,000; Full time

Job summary

MS Reinsurance in New York seeks an exceptionally organized Executive Assistant to support the North America Chief Underwriting Officer (CUO). You will manage a dynamic calendar, coordinate meetings and travel, and act as a pivotal liaison across global teams, brokers, and clients.

The role also covers day-to-day office management, administrative tasks, and ensuring efficient workflows. Candidates should have 5+ years supporting senior executives, be highly professional, discreet, and able to

Qualifications

• 5+ years of experience supporting C-level or senior executives in reinsurance or financial services.
• Experience in office management.
• Excellent written and verbal communication.
• Highly professional, reliable, and detail-oriented.
• Ability to work under pressure in fast-paced environments.
• Confidentiality and strong relationship-building with stakeholders.

Responsibilities

• Manage complex calendars and coordinate meetings.
• Coordinate internal and external meetings and prepare materials.
• Take minutes and circulate action items.
• Plan travel, visas, and accommodations.
• Oversee daily office operations and facilities.
• Liaise with CUO and stakeholders.

Skills

Executive support

Calendar management

Stakeholder communication

Office management

Attention to detail

Tools

MS Office (Word, Excel, PowerPoint)

Power-BI

Travel management tools

Job description

MS Reinsurance is a global reinsurer domiciled in Switzerland with underwriting offices in Zurich, Bermuda, Miami, and New York. The Company underwrites non-life treaty reinsurance solutions on a worldwide basis through its three business units: Americas, International, and Specialty Lines. As part of the world-leading insurance group MS&AD, MS Reinsurance combines reliability and agility to make its clients’ businesses stronger. With a drive to move quickly and a commitment to long term partnership, MS Reinsurance supports its partners with the momentum and stability they can build on.

About the role

We are seeking an exceptionally organized, proactive, and dynamic Executive Assistant to provide high-level administrative and operational support to our North America Chief Underwriting Officer (“CUO”). In the fast-paced reinsurance environment, you will act as a primary gatekeeper, communications liaison, and seamless coordinator across global teams, brokers, and institutional clients. The Executive Assistant will support the CUO in meeting their strategic priorities and help ensure best practice is encouraged and followed. Alongside supporting the CUO, this role takes ownership of day-to-day office management and general administration, ensuring our workspace runs smoothly and efficiently.

Key responsibilities

Diary Management, Meetings and Business Travel

• Dynamic Calendar Management: Manage a complex calendar ensuring it is accurate at all times; anticipate and plan strategically; prioritize when necessary.
• Stakeholder Communications: Take incoming calls from internal and external stakeholders.
• Meeting Coordination: Schedule and coordinate internal and external meetings, including via virtual platforms; produce material for meetings and circulate as requested.
• Minutes & Takeaways: Attend key meetings and take minutes and notes for approval and circulation; ensure takeaways from meetings are communicated to and followed up with relevant stakeholders.
• Project Support: Engage and consult with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Executive Briefings: Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker/client meetings.
• Visitor Hospitality: Welcome visitors as required.
• Travel Management: Plan, arrange, and coordinate business travel and all.
• Travel-related activities, including visa requests, necessary documentation, hotel/accommodation, and transport.
• Event Planning: Plan, organize, and coordinate internal and external Company or senior leadership team events.
• CUO Liaison: Serve as the CUO’s administrative liaison with all their direct reports and external stakeholders.
• Ad-hoc Tasks: Assist in various ad-hoc tasks.

Office Management & General Administration

• Office Coordination: Oversee daily office operations and supplies to maintain a productive work environment.
• Facilities Management: Source, manage, and coordinate with external office vendors, service providers, and suppliers to ensure seamless service delivery.
• Flexible Front Desk Support: Maintain operational agility to support and cover front desk/reception tasks as needed, depending on the configuration and requirements of our new office space.
• Mail Operations: Process incoming mail.
• Expense Management: Prepare expense reports and support in expense budget management.

Your Profile

• 5+ years of experience supporting C-level or senior executives, preferably within reinsurance, insurance, or financial services.
• Prior experience in office management.
• Communication: Excellent oral and written communication skills.
• Work Style: Highly professional and reliable.
• Execution: Excellent organizational skills; exceptional ability to plan, prioritize, anticipate, and solve problems.
• Resilience: Ability to work effectively under pressure and familiarity with fast-paced work environments.
• Teamwork: Flexible, proactive team-player who is equally able to work independently with strong accuracy and sharp attention to detail.
• Professional Standards: Always maintain complete confidentiality and high professionalism.
• Relationship Building: Develop and maintain excellent relationships with internal and external stakeholders.
• Internal Compliance: Conduct themselves at all times in accordance with internal MS Reinsurance policies and procedures.
• Regulatory Compliance: Be aware of regulatory and legal compliance requirements in accordance with MS Reinsurance procedures.
• Technical Skills: Proficiency in MS-Office tools (Word, Excel, PowerPoint); experience with Power-BI and modern travel management tools is preferred

Why work with us?

Make your mark with us. At MS Reinsurance, we’re big enough to make a difference and small enough that everyone counts.

We offer an entrepreneurial culture, where there’s less hierarchy and more action, and room for innovation. Here, you’ll have the power to drive real change and shape our path ahead.

Join a place where ambition can become reality, with development and platforms that support where you want to go next. Together, we'll help you discover your potential as we expand ours.

We live day-to-day by our values: collaborative, progressive, empowering, and responsible. This means you’ll join a team which upholds mutual trust and treats each other with respect. While teamwork is at the heart of our approach to reinsurance, we don’t expect our team to think alike; at MS Re, we don’t just welcome your differences, we believe they’re essential to our success.

Does this sound like a culture you want to be part of?

In case of questions, please contact us via email: [e-mail]

Note that we will only consider applicants eligible to work in United States.

Salary Range: $80,000-$120,000.

MS Reinsurance is the market-facing brand of the risk carrying legal entity MS Amlin AG, a global reinsurer domiciled in Switzerland and operating in Bermuda as MS Amlin AG, Bermuda Branch, in the United States through MS Amlin Reinsurance Managers, Inc, and in Labuan, Malaysia as MS Amlin AG, Labuan Branch.”