Apply on Employer Site

Vela Insurance Services (a Berkley Company) · 11 hours ago

Executive Assistant

Scottsdale, AZ

Full-time

Onsite

Senior Level

5+ years exp

Vela Insurance Services is a provider of specialized insurance solutions, and they are seeking an Executive Assistant to support C-Level leadership. This role involves high-level administrative, operational, and strategic support, ensuring executives' time and communications are managed effectively and confidentially.

Commercial InsuranceConsultingInsurance

No H1B

Responsibilities

Manage complex calendars, prioritize meetings, coordinate cross‑functional schedules, and ensure the executive is fully prepared for all engagements

Draft, review, and manage correspondence, presentations, and reports; act as a liaison between the SLT and President – Serve as a Brand Ambassador of the President and Vela to Corporate and external constituents

Manage sensitive information with absolute discretion and maintain a high level of professionalism

Coordinate domestic travel, itineraries, accommodations for Team

Prepare and Process all expense reports, receipt gathering and approvals for SLT and team members reporting into the SLT

Identify opportunities to streamline processes, improve communication flow, and enhance executive productivity

Manage supplies and consumables for staff, coordinate Scottsdale SLT lunch, dinner and meeting space reservations and partner with onsite team for holiday events and team-building functions

Model and uphold the principles and behaviors exemplified by the Senior Leadership Team (SLT); foster a culture of integrity, collaboration, and accountability across office operations and serve as a role model in aligning daily practices with organizational vision and leadership standards

Qualification

Executive-level supportMicrosoft 365 proficiencyCommunication skillsTravel booking experienceOrganizational abilitiesEmotional intelligenceBachelor’s degreeChrome River experience

Required

5–10+ years of executive-level support experience, ideally supporting C ‑ suite leaders

Exceptional communication skills, both written and verbal

Advanced proficiency in productivity tools (Microsoft 365, Teams, PowerPoint, Excel, etc.)

Strong organizational and multitasking abilities with a proactive, resourceful mindset

High emotional intelligence and the ability to navigate complex interpersonal dynamics

Ability to work under pressure, manage shifting priorities, and maintain composure

Microsoft Products including Word, Excel, PowerPoint

Preferred

Bachelor's degree preferred or equivalent experience

Egencia Travel or online Travel booking experience

Chrome River or Similar Online Expense Reporting Tool

Benefits

Health

Dental

Vision

Life

Disability

Wellness

Paid Time Off

401(k)

Profit-Sharing plans

Company

Vela Insurance Services (a Berkley Company)

Vela Insurance Services, a Berkley Company, is a leading insurance provider that specializes in excess and surplus lines business in Vela’s three market segments: Construction, Specialty Casualty, and Professional Liability.

Founded in 1996

Chicago, Illinois, USA

51-200 employees