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Gallagher Re · 21 hours ago

Executive Assistant

Philadelphia, PA

Full-time

Onsite

Mid Level

$46K/yr - $88K/yr

Gallagher Re is a global company that helps clients make confident, data-driven decisions in the risk landscape. They are seeking a highly organized Executive Assistant to provide comprehensive administrative support to the North American Executive Team, ensuring seamless operations and effective communication.

ConsultingInsuranceRisk Management

Hiring Manager

Katey Fagiano

Responsibilities

Serve as the main point of contact for internal stakeholders on behalf of the certain members of the Executive team

Manage complex calendars for multiple executives, schedule appointments, and coordinate meetings, ensuring all necessary materials and resources are prepared in advance

Draft, edit, and proofread correspondence, reports, presentations, and other documents with a high level of accuracy and professionalism

Conduct research and compile data to assist the executive team in making informed decisions and strategic recommendations

Organize travel arrangements, including flights, accommodations, and transportation, for the executives and other team members as needed

Prepare and coordinate weekly leadership and board meetings, including agenda creation, document distribution, and recording meeting minutes

Maintain and organize confidential files and records, ensuring proper documentation and security

Facilitate the approval, signing, and distribution of agreements and contracts on behalf of the COO

Collaborate with other executive assistants and team members to streamline workflows and enhance organizational efficiency

Handle incoming calls, emails, and correspondence, prioritizing and responding promptly and effectively on behalf of the executives

Support the executives with high-priority initiatives and special projects, demonstrating adaptability and a solutions-oriented mindset

Assist in obtaining necessary approval and planning of leadership events, in addition to operational secondments to / from our center of excellence

Qualification

Microsoft Office SuiteCalendar ManagementDocument PreparationTravel CoordinationCommunication SkillsProactive Problem-SolvingInterpersonal SkillsCritical Thinking

Required

Proven experience as an executive assistant or in a similar administrative role, preferably supporting multiple C-level executives in a large organization

Exceptional time management and organizational skills, with the ability to prioritize tasks and meet deadlines in a high-pressure environment

Outstanding written and verbal communication abilities, with meticulous attention to detail

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to quickly learn other relevant software, including travel and expense platforms

Demonstrated ability to handle sensitive and confidential information with the utmost professionalism

Strong relationship-building skills, with the ability to engage effectively with stakeholders at all levels

Resourceful and forward-thinking, with the ability to anticipate needs, take initiative, and deliver results

Strong analytical and problem-solving skills, with the ability to make sound decisions under pressure