Executive Assistant to the CEO

Hannover Digital Investments; Scottsdale (AZ); Hybrid; USD 105,000 - 120,000; Full time

Job summary

HDI Global Insurance Company is seeking an Executive Assistant to the CEO in a hybrid role based in Scottsdale, AZ. You will manage the CEO’s calendar, coordinate international travel, prepare board materials, and handle executive communications with discretion and strategic insight.

The role requires 7+ years supporting C-suite executives, experience with board activities, and strong MS Office skills. A Bachelor’s degree is preferred.

Qualifications

• 7+ years of experience supporting C-suite executives (CEO/President/ELT).
• Experience coordinating international travel and global calendars.
• Experience supporting Board of Directors activities preferred.
• Experience preparing executive presentations and reports.

Responsibilities

• Manage CEO’s complex calendar including internal/external meetings, board meetings, client engagements, and strategic reviews.
• Coordinate domestic and international travel, itineraries, visas, and meetings.
• Prepare, organize, and distribute meeting materials, agendas, and minutes for board and exec leadership.
• Schedule meetings across multiple time zones and locations; arrange rooms and virtual platforms.
• Prepare executive expense reports and monitor corporate card expenditures in compliance with policies.
• Draft and manage CEO communications; develop professional presentations and reports.
• Support strategic projects and track milestones, coordinating cross-functional teams.
• Maintain confidentiality and build relationships with stakeholders; represent the CEO professionally.

Skills

Executive support

Calendar management

Travel coordination

Presentation skills

Stakeholder management

Discretion

Education

Bachelor's degree preferred

Tools

MS Office Suite

Outlook

PowerPoint

Excel

Teams

Job description

HDI Global Insurance Company is a commercial property and casualty insurer headquartered in Chicago, IL. As a wholly owned subsidiary of HDI Global SE, we manage the industrial lines division of the Talanx Group. With an international network spanning over 150 countries, we deliver sophisticated domestic and global insurance solutions to U.S.-based multinational and middle-market companies across a wide range of industries.

With Xcelerate29, HDI is shaping its future by becoming a Trusted Global Player, achieving Next-level Excellence, and building a Forward-thinking Organisation. This direction helps HDI Global lead the profitable growth game as a globally connected business, raise the bar every day through stronger underwriting, claims, and investment performance, and win tomorrow by starting today with a lean, fast, resilient, and future-ready organisation. Together, these priorities support profitable growth, sustainable profitability, global consistency, digital transformation, AI acceleration, smart cost leadership, and stronger collaboration across teams and markets. They also reflect our focus on being a workplace of choice by building a future-ready workforce where people learn, grow, adapt to technology change, and contribute to long-term success.

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.

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.