Executive Assistant
Location: United States
Job Category: Administrative
Requisition Number: EXECU008896
Job Description:
POSITION SUMMARY:
The Executive Assistant will be experienced in handling a wide range of leadership support and can work independently with little or no supervision. This individual must be extremely well organized, flexible and strive under the challenges and pressure of supporting a growing organization. This candidate will need to balance multiple priorities, while remaining proactive, adaptable, and efficient. Strong written and verbal communication skills, strong decision-making ability and attention to detail are extremely important in this role. Must be able to handle confidential and sensitive information with discretion.
RESPONSIBILITIES:
Administrative and Project Coordination
- Maintain clear communication with all levels of management and employees, often dealing with confidential information
- Act as the liaison, providing first line of visibility and interaction with senior leaders of the firm
- Ability to ensure information is relayed and presented clear and concisely
- Complete routine/non-routine projects and assignments which may include drafting and reviewing presentations, correspondences, contracts, surveys, or other confidential documents
- Conduct research, compile data, and prepare documentation for consideration and presentation by or to leaders, committees, and board of directors
- Perform special projects and other functions to support the business as assigned or proactively performed
Calendar Management / Meeting Coordination
- Manage and maintain leaders’ calendars, manage conflicts, identify, and anticipate preparation needed for meetings
- Schedule and manage on-site, off-site, and virtual meetings across U.S. and international time zones
- Prepare agendas, solicit agenda topics, set meeting dates, manage attendance, and distribute notifications (pre/post updates)
- Take notes during meetings and distribute via email, SharePoint,
Travel Coordination / Expense Management
- Arrange travel logistics, including transportation and accommodations based on leaders’ preferences and schedules
- Prepare detailed travel itineraries including all travel details, meeting schedules, and contact information
- Track travel expenses, compile receipts, and submit expense reports in a timely manner for reimbursement
Budget / Billing Management
- Work closely with the billing team on invoice preparation, payment processing, and generating billing reports
- Maintain and update client or vendor information in billing software
- Ensure all billing practices adhere to company policies and regulatory requirements
Additional responsibilities may include
- Provide backup support to other EAs when needed
- Assist in project management by coordinating with teams and following up on project statuses
- Independently identify and initiate process improvement opportunities with limited direction
- Support leaders as needed outside of regular business hours
- Occasional travel and flexibility in working hours to accommodate global meeting schedules
SKILLS & QUALIFICATIONS REQUIRED:
- The ideal candidate must have minimum 7 years of professional experience as an executive or office administration assistant, fulfilling a wide range of executive support functions.
- The ideal candidate must have proven ability to manage project timelines, dependencies, and communications.
- The ideal candidate must have expertise with Microsoft Office including Outlook, Teams, SharePoint, and Office
- The ideal candidate must have the knowledge in travel and expense related software such as Concur and Egencia.
- Must have strong knowledge of applications to support the team: TEAMs, SharePoint, PowerPoint, Word, Excel. Must be able to translate ideas into must figure out processes needed to get things done and then organizes activities around and towards those processes.
- Must have the ability to forecast, see ahead and anticipate issues, plans, adjusts, and acts Makes connections among seemingly unrelated notions.
- Must be able to advance work and priorities sometimes without the complete picture or uses past answers to become more self-sufficient. Demonstrates awareness of changing demands and requirements, is sensitive to, watches and monitors reactions and changes /adjusts accordingly. Able to shift gears, self-manage time and tasks, and transition across duties and priorities easily throughout the day.
- Must be able to perform independently, autonomously and with little Able to translate experience and knowledge from one situation to the next. Understands dependencies and applies perspective of the organization.
LOCATION:
This is a remote role. The expected application deadline for this job is October 24, 2024
COMPENSATION:
The salary range for this role is $73,000 to $144,000 depending on a combination of factors, including, but not limited to, education, relevant work experience, qualifications, skills, certifications, location, etc.
ROLE CLASSIFICATION:
This is a fulltime, non-exempt overtime eligible role; overtime eligible after 40 hours of work.
BENEFITS:
At Milliman, we focus on creating an environment that recognizes – and meets – the personal and professional needs of the individual and their family. We offer competitive benefits which include the following based on plan eligibility:
- Medical, dental and vision coverage for employees and their dependents, including domestic partners.
- A 401(k) plan with matching program, and profit-sharing contribution.
- Employee Assistance Program (EAP).
- A discretionary bonus program.
- Paid Time Off (PTO) starts accruing on the first day of work and can be used for any reason; full-time employees will accrue 15 days of PTO per year, and employees working less than a full-time schedule will accrue PTO at a prorated amount based on hours worked.
- Family building benefits, including adoption and fertility assistance and paid parental leave up to 12 weeks for employees who have worked for Milliman for at least 12 months and have worked at least 1,250 hours in the preceding 12-month period.
- Commuter Program, which allows you to use pre-tax dollars to pay for your parking or public transit expenses to get to and from work. You may utilize this benefit any time throughout the year and funds will be available the first of the month following your first contribution.
- A minimum of 8 paid holidays.
- Milliman covers 100% of the premiums for life insurance, AD&D, and both short-term and long-term disability coverage.
- Flexible spending accounts allow employees to set aside pre-tax dollars to pay for dependent care, transportation, and applicable medical needs.
ABOUT MILLIMAN:
Independent for over 77 years, Milliman delivers market-leading services and solutions to clients worldwide. Today, we are helping companies take on some of the world’s most critical and complex issues, including retirement funding and healthcare financing, risk management and regulatory compliance, data analytics and business transformation.
Through a team of professionals ranging from actuaries to clinicians, technology specialists to plan administrators, we offer unparalleled expertise in employee benefits, investment consulting, healthcare, life insurance and financial services, and property and casualty insurance.
EQUAL OPPORTUNITY:
All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.