The MJ Companies · 4 days ago
Executive Assistant
Carmel, IN
Full-time
Hybrid
Senior Level
5+ years expThe MJ Companies is dedicated to inspiring the success, fulfillment, and wellbeing of each person they serve. They are seeking an organized and detail-oriented Executive Assistant to provide critical support to three executives, managing calendars, coordinating meetings, and handling travel arrangements.
ConsultingInsuranceRisk Management
Responsibilities
Manage the calendars of President + Chief Operations Officer, Chief Marketing Officer, and Senior Vice President, Commercial Insurance
Coordinate complex scheduling and calendar management, as well as content and flow of information to executives
Arrange and coordinate meetings with internal and external stakeholders, ensuring clear communication, timely follow-up, and preparation of agendas and materials
Organize and manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries
Process and track expenses, ensuring proper documentation and timely submission
Assist with preparation of meeting materials, presentations, reports, and executive-level communications
Draft, edit, and ensure the accuracy of executive communications for a variety of audiences, such as internal teams, leadership and strategic planning groups, and external stakeholders including carriers and business partners
Prepare meeting agendas, take minutes, and distribution information/action items to attendees
Create and maintain accurate records, reports, and files ensuring compliance with company policies
Coordinate contract administration processes, including tracking contract status, ensuring timely execution and renewal
Act as point of contact between executives, associates, clients, and other stakeholders, fostering positive relationships and clear communication
Proactively anticipate executives’ needs and provide solutions to support priorities
Plan and orchestrate work to ensure that executives’ priorities are met, organizational goals are achieved, and best practices are upheld
Conserve executives’ time by reading, researching, collecting and analyzing information as needed, in advance
Uphold strict confidentiality and exercise discretion in handling sensitive information
Qualification
Required
Manage the calendars of President + Chief Operations Officer, Chief Marketing Officer, and Senior Vice President, Commercial Insurance
Coordinate complex scheduling and calendar management, as well as content and flow of information to executives
Arrange and coordinate meetings with internal and external stakeholders, ensuring clear communication, timely follow-up, and preparation of agendas and materials
Organize and manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries
Process and track expenses, ensuring proper documentation and timely submission
Assist with preparation of meeting materials, presentations, reports, and executive-level communications
Draft, edit, and ensure the accuracy of executive communications for a variety of audiences, such as internal teams, leadership and strategic planning groups, and external stakeholders including carriers and business partners
Prepare meeting agendas, take minutes, and distribution information/action items to attendees
Create and maintain accurate records, reports, and files ensuring compliance with company policies
Coordinate contract administration processes, including tracking contract status, ensuring timely execution and renewal
Act as point of contact between executives, associates, clients, and other stakeholders, fostering positive relationships and clear communication
Proactively anticipate executives' needs and provide solutions to support priorities
Plan and orchestrate work to ensure that executives' priorities are met, organizational goals are achieved, and best practices are upheld
Conserve executives' time by reading, researching, collecting and analyzing information as needed, in advance
Uphold strict confidentiality and exercise discretion in handling sensitive information
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to learn and adapt quickly to new software and systems
Strong organizational skills with the ability to handle multiple priorities and deadlines
Ability to effectively prioritize tasks and employ critical thinking in problem solving
Strong analytical and project management skills, with keen attention to detail
Exceptional attention to detail, with a focus on accuracy and efficiency
Excellent verbal and written communication skills, with the ability to interact with executives, clients, and team members professionally
Proven experience managing calendars, travel arrangements, and expenses for multiple executives
Ability to maintain confidentiality and exercise discretion in handling sensitive information
Self-starter with the ability to work independently and as part of a team
Passion for delivering excellent service and providing high-level support to executives
Positive, can-do attitude with a problem-solving mindset
Bachelor's degree or equivalent work experience preferred
5+ years of experience in an executive assistant role
Company
The MJ Companies
The MJ Companies exists to inspire the success, fulfillment, and wellbeing of each person it serves: associates and their families, business partners, clients, and the community.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Cindy H. Stellhorn
Executive Vice President/Partner
Britni Shrout
Chief Marketing Officer
Company data provided by crunchbase