Executive Operations, Events and Travel

Msreinsurance; Miami (FL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Entrepreneurial culture

Professional development opportunities

Collaborative work environment

Job summary

MS Reinsurance in Miami is seeking an experienced Executive Assistant to support executive operations and manage travel and events. This role involves scheduling across time zones and ensuring smooth logistics for internal meetings and external client visits.

The ideal candidate will have at least 7 years of experience, be bilingual in English and Spanish, and possess strong organizational skills, complemented by a Bachelor's degree in Business Administration or Marketing. A collaborative culture awaits you!

Qualifications

• 7+ years of experience supporting executives in a global organization.
• Experience managing complex travel logistics, particularly in Latin America.
• Proven track record of providing high-quality guest and client support.

Responsibilities

• Schedule and manage the CUO's calendar across time zones.
• Arrange global travel and manage expense reports.
• Organize and coordinate events and meetings.

Skills

Event coordination

Travel logistics

Bilingual (English and Spanish)

Organizational skills

Education

Bachelor’s degree in Business Administration or Marketing

Tools

MS Office Suite

Teams

Zoom

SharePoint

Job description

Executive Operations, Events and TravelSkip to main contentThis cookie policy applies to the URLs msamlin.com, amlin.co.uk and amlin.com (the “MS Amlin Sites”, each an “MS Amlin Site”) owned or managed by or on behalf of MS Amlin plc and its directly and indirectly held companies (“MS Amlin”, “we”, “our”).Please read the terms of this cookie policy carefully as it explains how MS Amlin uses any personal information that we collect or receive about you when you access or use the MS Amlin Sites. By accessing or using the MS Amlin Sites you agree that we collect your personal data as set out in this cookie policy.#Executive Operations, Events and Travel page is loaded## Executive Operations, Events and TravelApplylocations: Miamitime type: Full timeposted on: Posted 3 Days Agojob requisition id: RQ13842## ## **About MS Reinsurance**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 looking for an experienced Executive Assistant who goes beyond traditional EA support and acts as a key partner in executive operations, event coordination, travel, and guest management.Miami is a key hub for MS-RE, hosting the Latin America operation and regularly welcoming clients, brokers, senior executives, and internal teams from across the organization. This role plays a central part in ensuring that internal meetings, executive meetings, events, and visits run smoothly and professionally.## **Key responsibilities*** Take ownership of the CUO complex and dynamic calendar, scheduling across time zones to optimize time management and resolve conflicts. Arrange global travel and ensure all commitments align with business priorities.* Compile documents for meetings and conduct basic research to draft documents as requested.* Maintain files to be accessed and retrieved efficiently, while always maintaining confidentiality.* Manage and update the CRM database, ensuring client contacts, interaction logs, and distribution lists are accurate and current.* Proactively address any ad hoc or unplanned tasks.* Prioritize conflicting needs, follow up on sensitive issues addressed to the CUO, and determine the appropriate course of action, referral, or response.* Produce deliverables and handle tasks that free the CUO to focus entirely on core strategic projects.* Handle all travel arrangements, including flights, hotels and itineraries, as well as preparing and submitting expense reports.* Responsible for expense management in coordination with the office manager.* Collaboration and coordination with Office Manager and other executive assistants, mainly in the headquarters.* Support other executives as needed.* Contribute to project coordination and process improvement* Provide a professional experience for external visitors, managing meeting logistics and hospitality.* Organize and coordinate events, including logistics and travel arrangements for attendees, whether in Miami or other locations.* Assist with local accommodation and transportation for clients, visitors from other MS Re offices, including the Global headquarters.* Support executive meetings and internal and external events with tailored setups and catering coordination.## **Your Profile*** At least seven 3-5 years’ experience supporting executives in a global organization.* Well – travelled and culturally aware.* Relevant marketing experience, ideally involving collaboration on marketing initiatives or projects, to support alignment with global marketing efforts.* Significant experience in event coordination across various levels, including local, regional, and international settings.* Comprehensive background in managing complex travel logistics, particularly in Latin America and other global regions.* Strong track record of providing high-quality guest and client support while fostering a professional atmosphere.* Demonstrated organizational skills with a history of effectively managing multiple priorities.* Experience reflecting a high standard of professionalism, discretion, and attention to detail, complemented by an executive presence* Bachelor’s degree in business administration, Marketing or similar.* Formal training or certification in Executive Administration or Office Management.* Excellent verbal and written communication skills, with a natural ability to choose the right words and tone. Business fluency in English and Spanish is required.* A high-level user of the MS Office Suite and collaboration tools such as Teams, Zoom, and SharePoint.## **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? Find out more about what we offer on our **website** and apply today!In case of questions, please contact us via email: [e-mail] that we will only consider applicants eligible to work in Miami, Florida.*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.”*