Executive Assistant to the CEO

HDI Global Insurance Company; Scottsdale (AZ); Hybrid; USD 105,000 - 120,000; Full time

Benefits offered by this job

401(k) with company match

Paid Time Off

Health benefits

Wellness Program

Dental Insurance

Job summary

HDI Global Insurance Company is seeking an experienced Executive Assistant to the CEO. The role partners with the CEO to manage calendars, travel, communications, board activities, and strategic initiatives in a fast-paced, global environment.

This hybrid Scottsdale-based position requires discretion, business acumen, and strong coordination across time zones and stakeholders. The successful candidate will support executive priorities, prepare materials, and ensure efficient operations, while

Qualifications

• Bachelor's degree preferred.
• 7+ years of experience supporting C-suite executives, preferably a CEO, President, or Executive Leadership Team.
• Experience coordinating international travel and global executive calendars.
• Experience supporting Board of Directors activities preferred.
• Experience preparing executive presentations and reports.

Responsibilities

• Manage CEO's complex calendar across internal/external meetings, board meetings, client engagements, and strategic reviews.
• Coordinate domestic and international travel including itineraries, flights, hotels, visas, and schedules.
• Prepare, organize, and distribute meeting materials, agendas, and minutes for board and leadership meetings.
• Schedule meetings across multiple countries/time zones and arrange virtual platforms and rooms.
• Draft and manage executive communications and presentations; screen requests and priorities.
• Support strategic projects, track milestones, and coordinate cross-functional activities.
• Maintain confidentiality and manage stakeholder relations at all levels of the organization.

Skills

Executive Presence

Absolute Confidentiality

Strategic Thinking

Organizational Skills

Time Zone Coordination

Problem Solving

Professional Communication

Relationship Management

Education

Bachelor's degree preferred

Experience combination may be considered

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

Teams

Job description

Position Summary

The Executive Assistant to the CEO serves as a trusted business partner and strategic administrative professional responsible for supporting the Chief Executive Officer in managing daily operations, executive priorities, global travel, board activities, communications, and stakeholder engagements. This highly visible role requires exceptional organizational skills, discretion, business judgment, and the ability to coordinate complex domestic and international activities in a fast-paced environment.This is a hybrid position based in Scottsdale, Arizona.

The Executive Assistant acts as the central point of coordination for executive scheduling, travel logistics, expense management, meeting preparation, and executive communications, ensuring the CEO's time is optimized and strategic priorities are effectively supported.

Essential Duties and Responsibilities

Executive Calendar & Schedule Management

• Manage and maintain the CEO's complex calendar, including internal and external meetings, board meetings, client engagements, and strategic business reviews.
• Prioritize competing requests and proactively manage scheduling conflicts.
• Coordinate executive appointments across multiple time zones and global locations.
• Ensure the CEO is fully prepared for meetings through agendas, briefing materials, and follow-up actions.

Global Travel Management

• Plan and coordinate all domestic and international travel arrangements for the CEO.
• Prepare detailed travel itineraries including flights, hotels, ground transportation, visas, and meeting schedules.
• Monitor travel disruptions and make real-time adjustments as necessary.
• Coordinate travel logistics for key executive leadership meetings and board events.

Board of Directors & Executive Leadership Support

• Coordinate Board of Directors and Executive Leadership Team meetings.
• Prepare, organize, and distribute meeting materials, presentations, agendas, and minutes.
• Track action items and follow-up activities resulting from executive and board meetings.
• Manage confidential correspondence and board-related documentation.

Meeting Coordination & Global Time Zone Management

• Schedule and coordinate executive meetings across multiple countries and time zones.
• Arrange conference rooms, virtual meeting platforms, and supporting technology.
• Coordinate logistics for executive off-sites, strategic planning sessions, and leadership meetings.
• Maintain accurate records of meeting decisions and follow-up commitments.

Expense Management & Administrative Operations

• Prepare and submit executive expense reports accurately and timely.
• Monitor and reconcile corporate credit card expenses.
• Ensure compliance with company travel and expense policies.
• Coordinate invoice approvals, vendor payments, and budget-related administrative activities.

Executive Communications

• Draft, proofread, and manage correspondence on behalf of the CEO.
• Prepare professional presentations, reports, and executive-level communications.
• Screen and prioritize incoming communications and requests.
• Serve as a liaison between the CEO and executive leadership, employees, clients, brokers, vendors, board members, and external stakeholders.

Strategic Project Support

• Assist with special projects, business initiatives, and strategic planning activities.
• Conduct research and compile information for executive decision-making.
• Track project milestones and deadlines on behalf of the CEO.
• Coordinate cross-functional activities to ensure timely completion of assigned initiatives.

Confidentiality & Stakeholder Management

• Handle highly sensitive and confidential information with absolute discretion.
• Build and maintain strong working relationships across all levels of the organization.
• Represent the CEO professionally and exercise sound judgment in interactions with internal and external stakeholders.

Qualifications

Education

• Bachelor's degree preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• 7+ years of experience supporting C-suite executives, preferably a CEO, President, or Executive Leadership Team.
• Experience coordinating international travel and global executive calendars.
• Experience supporting Board of Directors activities preferred.
• Experience preparing executive presentations and reports.

Technical Skills

• Advanced Microsoft Office Suite skills (Outlook, Word, PowerPoint, Excel, Teams).
• Extensive calendar management and meeting scheduling expertise.
• Expense reporting and travel management systems experience.
• Strong presentation and document preparation skills.

Core Competencies

• Executive Presence
• Absolute Confidentiality
• Strategic Thinking
• Superior Organization Skills
• Priority Management
• Problem Solving
• Business Acumen
• Professional Communication
• Attention to Detail
• Relationship Management
• Adaptability & Flexibility
• Global Time-Zone Coordination
• Initiative & Proactive Planning

Compensation and Benefits:

Base salary range for this position is $105,000–$120,000 plus eligibility for a performance-based annual bonus. Actual compensation will be based on experience, education, and geographic location.

We offer a competitive benefits package, including: 401(k) with company match, Paid Time Off, Sick Leave, Medical, Health Reimbursement Arrangement (HRA), Telemedicine, Wellness Program, Employee Assistance Program (EAP), Dental, Vision, Accident & Critical Illness Insurance, Flexible Spending Account (FSA), Dependent Care FSA, Group and Voluntary Life Insurance, Short- and Long-Term Disability, Pet Insurance, Transit and Parking benefits.

Additional Information

HDI Global Insurance Company is an Equal Opportunity Employer. We consider applicants without regard to race, color, religion, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, or sexual orientation.

Applicants must be legally authorized to work in the United States.

Recruitment Agencies: All resumes submitted without prior HR authorization will be considered unsolicited.

HDI Global Insurance Company participates in E-Verify.

Employment is contingent upon successful completion of a background check and drug screen. Testing will be conducted in compliance with applicable state and local laws.