Executive Business Partner

CIA - Commercial Insurance Associates; Brentwood (MD); On-site; USD 90,000 - 135,000; Full time

Job summary

Commercial Insurance Associates (CIA) is seeking an exceptional Executive Business Partner to support the CEO and the Executive Team. The role centers on managing executive priorities, coordinating strategic initiatives, and driving high-impact projects while ensuring discretion and polish in all communications.

The successful candidate will coordinate complex calendars, plan leadership meetings, and contribute to events, marketing support, and branding efforts.

Qualifications

• 7+ years in executive support or equivalent, with high discretion.
• Experience coordinating board meetings and executive off-sites from planning through execution.
• Advanced proficiency with Microsoft 365 and ability to produce executive-ready documents.
• Strong written and verbal communication skills, including drafting on behalf of leadership.
• Familiarity with AI-enabled technologies to assist executive teams.

Responsibilities

• Manage CEO calendar, travel, communications, and scheduling with competing priorities.
• Coordinate executive leadership and board meetings, agendas, minutes, and follow-ups.
• Draft, edit, and proofread correspondence, presentations, and reports for the CEO.
• Track cross-functional projects and strategic initiatives from the CEO's office.
• Plan and execute company events, leadership off-sites, client functions, and internal meetings.
• Support marketing initiatives, including materials, social media, and event marketing.

Skills

Executive support

Calendar management

Board coordination

Communication

Discretion

Project tracking

AI platforms familiarity

Education

Bachelor's degree in business administration or related field

Professional certification (PMP/CAPM/PACE/CAP)

Tools

Microsoft 365

AI tools (ChatGPT, Claude Cowork)

Job description

Summary of Position

Commercial Insurance Associates (CIA) is seeking an exceptional Executive Business Partner to serve as the right hand to our Chief Executive Officer (CEO) and a key partner to the Executive Team. This is not a traditional administrative role. The Executive Business Partner will operate at the center of a growing organization by managing executive priorities, coordinating strategic initiatives, driving projects forward, overseeing high-impact events, and supporting select marketing and communications efforts. The ideal candidate is an organized, proactive professional who anticipates needs, manages multiple priorities with discretion, and produces polished, executive-level work while helping strengthen CIA’s internal and external brand.

Essential Job Functions & Responsibilities

• Manage the CEO’s calendar, travel, communications, and scheduling while prioritizing competing demands.
• Coordinate executive leadership meetings, board meetings, agendas, minutes, and follow-up on action items.
• Draft, edit, and proofread correspondence, presentations, reports, and other business documents on behalf of the CEO.
• Track cross-functional projects and strategic initiatives originating from the CEO’s office, ensuring deadlines and deliverables are met.
• Plan and execute company events, leadership off-sites, client functions, and internal meetings.
• Support organizational growth initiatives, including document management and coordination during acquisitions or strategic projects.
• Assist with the planning, coordination, and execution of marketing initiatives, including promotional materials, presentations, social media support, and event marketing.
• Create executive-ready reports, dashboards, graphs, presentations, and communications
• Experience with new AI enabled technologies to improve functionality of Executive Team
• Project Management across Executive Team, holding Executive Team (including CEO) accountable to timelines and deadlines
• Conduct basic market research, monitor marketing campaign performance, and assist with maintaining marketing collateral and company branding.
• Organize executive files, maintain records, and continually identify opportunities to improve administrative processes and efficiencies.
• Handle highly confidential information, including personnel, compensation, financial, and strategic business matters, with absolute discretion.
• Manage and protect the CEO’s time by evaluating meeting requests, communications, and commitments to determine which require the CEO’s involvement and which can be delegated or handled independently.
• Serve as a trusted extension of the CEO by prioritizing requests, managing competing demands, and ensuring the CEO remains focused on the highest-priority initiatives and responsibilities.
• Review and approve PTO requests and expense reimbursement requests on behalf of the CEO, ensuring appropriate documentation and alignment with company policies and established guidelines.

Minimum Qualifications

• 7+ years of progressive professional experience in executive support, compliance, or a comparable detail-intensive professional services role, including at least 3 years supporting C-suite, senior executive, or partner-level leadership
• Demonstrated ability to manage complex calendars, travel, and competing priorities with minimal direction
• Experience coordinating board meetings, executive off-sites, or high-visibility events from planning through execution
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) with the ability to produce polished, executive-ready documents and presentations
• High proficiency with AI platforms, including, but not limited to Claude Cowork, ChatGPT and other platforms
• Exceptional written and verbal communication skills, including drafting correspondence on behalf of leadership
• Proven judgment handling confidential and sensitive information

Preferred Qualifications

• Bachelor’s degree in business administration, communications, or a related field
• Professional certification such as PMP, CAPM, PACE, or CAP
• Background in insurance, financial services, or another professional services environment; candidates transitioning from legal operations careers are encouraged to apply
• Familiarity with corporate governance documents, contracts, and entity records
• Experience coordinating projects across departments, including tracking deliverables and stakeholder follow-up
• Experience supporting leadership through periods of growth, acquisition, or organizational change