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Lockton · 1 day ago

Executive Assistant

Irvine, CA

Full-time

Onsite

Mid Level

3+ years exp

Lockton is a company seeking an Executive Assistant who is proactive, detail-oriented, and tech-savvy. This role involves providing support to Producers, managing schedules, coordinating communications, and organizing events to enhance team productivity and coordination.

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Responsibilities

Proactively monitor the Producer’s inbox, prioritizing emails and responding on behalf of the Producer when appropriate

Flag important emails and coordinate timely follow-up, in particular items that require immediate attention

Maintain calendars and schedule meetings and appointments, as requested

Prepare agendas, compile necessary documents and ensure the Producer is well-prepared for meetings. Collect action items following meeting and drive action for applicable items

Arrange for meeting rooms, food/beverages, lunch reservations, etc., as necessary

Coordinate with internal and external stakeholders to avoid scheduling conflicts and ensure smooth operations

Arrange all phases of travel for Producers; maintain records, itineraries, and travel credits

Lead weekly 1:1 meetings with Producer and applicable team members by preparing agenda inclusive of items to coordinate upcoming schedules, projects in progress, client request, prospect requests and other items as needed by the Producer

Maintain project tracking of key initiatives / project in progress and communicate status updates on a regular basis

Act as a point of contact between the Producer and internal / external stakeholders

Ensure clear and timely communication and manage any urgent requests or issues that arise

Professionally communicate and build relationships with internal / external stakeholders as an extension of the Producer brand

Draft, review and proofread high-quality communications including emails, memos, reports and presentations

Manage 'Lockton Wins' announcements for Producer new business

Organize and support events by preparing agendas, coordinating attendance, vetting and securing vendors, curating marketing materials and supporting post-event follow up activities

Support conferences by completing registration, conducting prospect research, scheduling meetings, organizing travel / logistics, and curating any applicable marketing materials

Provide on-site support for the event as requested

Coordinate non-profit / board responsibilities as requested (i.e., agendas, RSVPs to meetings, etc.)

Maintain client/prospect database and reports in Salesforce

Review accounts receivable on a monthly basis and coordinate with account teams on any receivables over 60 days

Responsible for accounting related activities such as receipt collection, expense report submission, credit card billing reconciliation, bill pay, taxes coordination and review of capital accounts and statements

Create and maintain files of correspondence and other records, processing files for dead storage, as necessary

Take a proactive approach to understanding client profiles, preferences and touchpoints

Prepare and/or review a variety of client correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation

Coordinate with Producer and associate teams to complete assignments / projects including RFPs, client renewal / pre-renewal documents, prospect presentations, etc

Support Producer marketing initiatives (i.e., LinkedIn, newsletters, etc.)

Curate and coordinate logistics for client gifts, team appreciation outings and other touchpoints for internal / external stakeholders

Perform other work-related duties as assigned

Qualification

Microsoft Office suiteSalesforceAttention to detailOrganizational skillsProactivityVerbal communicationWritten communicationInterpersonal skillsTime managementAdaptabilityConfidentiality

Required

A minimum of three to five years of previous administrative and/or sales support experience

Proficiency in the use of Microsoft Office suite

Strong attention to detail required

Must have strong verbal, written, and interpersonal skills to interact with clients, project team members, and associates at all levels of responsibility, representing Lockton in the highest professional manor

Exceptional organizational and time management skills to prioritize workload and meet deadlines required

Must be results-oriented with the ability to be adaptable and proactive

Must be able to handle confidential information with discretion and trust

Ability to comply with all company policies and procedures, proactively protecting the confidentiality of client and company information

Must have the ability to work independently and use good judgment in recognizing scope of authority and urgency

Demonstrated ability to follow through promptly on tasks to their completion

Legally able to work in the United States