Special Assistant to Division Vice President

CNA Corporation; United States; Hybrid; USD 90,000 - 130,000; Full time

Job summary

CNA Corporation is seeking an experienced Administrative Assistant to support the Division Vice President and leaders. You will manage calendars, prepare presentations, and coordinate complex international travel and events to meet division goals.

The role requires strong organizational, communication, and project-management skills, with the ability to adapt to shifting priorities and support high-level executives and staff.

Qualifications

• Bachelor's degree or equivalent combination of work experience and education/instruction.
• Minimum of 8 years relevant work experience providing high level administrative support to executives.
• Advanced computer skills with Microsoft Office suite and collaboration tools.

Responsibilities

• Provide administrative support to the Division Vice President and leaders, including calendars and files.
• Assist with organization, preparation, and oversight of presentations, materials, and project timelines.
• Assist staff on administrative issues and tailor documents to division goals.
• Arrange extensive domestic and international travel and prepare expense vouchers.
• Plan logistics for conferences and events, including meals, setup, and AV equipment.
• Advise managers on project execution issues and maintain documents for electronic publication.
• Interface with high-level individuals and coordinate cross-unit communications with diplomacy.
• Provide guidance to other administrative staff and promote CNA’s respectful workplace efforts.

Skills

PowerPoint

Word

Excel

SharePoint

Project management

Interpersonal skills

Written and verbal communication

Organizational skills

Education

Bachelor's degree or equivalent

Tools

PowerPoint

Word

Excel

SharePoint

Job description

JOB DESCRIPTION AND/OR DUTIES

1. 1. Provide overall administrative support to the Division Vice President and Division leaders, including maintaining informational databases and files, managing calendars, and assisting with time management and prioritization of tasks.


2. 2. Partner and collaborate with the Division Vice President and Division leadership to assist them in achieving critical business initiatives to include organization, preparation, and oversight of presentations, meeting materials, and project action lists/timelines.


3. 3. Provide assistance and advice to staff on administrative issues.


4. 4. Create and tailor presentations, documents, and correspondence to meet the division’s specific goals.


5. 5. Make extensive domestic and international travel arrangements, including transportation, hotel and conference registration and prepare expense vouchers.


6. 6. Plan and organize logistics for conferences and other major events. Ensure that all details are taken care of including meals/refreshments, conference room set-up, audio-visual equipment, hotel and travel arrangements for guests, honorariums, expenses, and appropriate administrative support during the event.


7. 7. Advise managers on project execution issues.


8. 8. Prepare and maintain documents for electronic publication.


9. 9. Answer and screen phone calls and may interface with and handle the needs of many high-level individuals including, government officials, CNA board of trustees, and corporate management staff.


10. 10. On behalf of the executive, liaise and ensure productive communication and interactions across business units, corporate functions, employees, other Administrative Assistants, sponsors, and contractors, using diplomacy and discretion, as appropriate.


11. 11. Provide direction to division administrative assistants when needed and ensure production standards and administrative procedures are followed.


12. 12. Research and recommend ways to use software applications more effectively to improve personal productivity and workflow.


13. 13. Manage multiple tasks while being flexible and adaptable as priorities, focus, and direction shift and change.


14. 14. Perform other duties as assigned.

JOB REQUIREMENTS

1. 1. Education:Bachelor's degree or equivalent combination of work experience and education/instruction (i.e., specialized administrative training/work).


2. 2. Experience:Minimum of 8 years relevant work experience providing high level administrative support to one or more executives, including conference planning and scheduling/calendar planning skills.


3. 3. Skills: Possesses advanced computer skills (to include PowerPoint, Word, Excel, and SharePoint) and seeks to use their technical orientation to manage responsibilities of the position with maximum efficiency. Willing to acquire and maintain new skills and stay current on technology tools that can maximize efficiency and effectiveness. Thrives in a work environment where flexibility, adaptability, and ability to respond quickly to shifting priorities will be an important factor to successful outcomes. Highly organized and detail-oriented; is proactive, self-directed, and able to prioritize assignments for multiple executives. Possesses fundamental project management experience, including development of basic project plans, follow-through and execution. Excellent interpersonal skills; good oral and written communication skills, organizational skills and technical skills (including graphics). Capability to make decisions and carry out responsibilities independently and ability to deal with sensitive corporate matters. Works collaboratively and productively with the administrative staff.May be called upon to provide guidance and mentorship to enhance the knowledge and productivity of other Administrative Assistants. Must support CNA’s respectful workplace efforts


4. 4. Other: Ability to obtain and maintain an Active Secret Security Clearance.


5. 5. Remote/Hybrid Work Eligibility: This position is eligible for telecommuting or hybrid work arrangements at the discretion of the Supervisor. Employees may be required to work at CNA headquarters or other work locations resulting in changes to the scheduled telecommuting or hybrid work arrangements. Employees may also be required to work outside of normal business hours.