Quantitative Systems ยท 1 day ago
Executive Assistant
Nassau County, NY
Full-time
Onsite
Mid Level
$75K/yr - $100K/yrQuantitative Systems is a small, established property and casualty insurance firm seeking a high caliber Executive Assistant to support their leadership team and day-to-day operations. This role is central to the firm's functioning, requiring strong organizational skills and the ability to manage multiple priorities effectively.
Human ResourcesInformation Technology
Responsibilities
Provide direct administrative support to senior leadership and the broader 8 to 10 person team
Manage calendars, scheduling, meetings, and reminders with precision
Prepare correspondence, internal documents, client facing materials, and reports
Handle confidential information with discretion and sound judgment
Oversee daily office operations to ensure everything runs smoothly
Serve as the primary point of contact for phones, email, mail, and visitors
Coordinate office vendors, supplies, and basic facilities needs
Maintain organized digital and physical filing systems
Communicate professionally with clients, carriers, vendors, and partners
Draft clear, accurate emails and letters on behalf of the firm
Track inbound and outbound requests to ensure nothing falls through the cracks
Support insurance related administrative workflows and documentation
Assist with data entry, policy related paperwork, and internal tracking
Identify inefficiencies and help improve internal processes over time
Proficient with Microsoft Office including Outlook, Word and Excel
Comfortable using Google Workspace including Gmail, Google Docs, Google Sheets, and Google Calendar
Able to format documents cleanly and consistently without hand holding
Confident managing shared calendars, file permissions, and version control
Comfortable learning firm specific systems, portals, and insurance platforms
Qualification
Required
Provide direct administrative support to senior leadership and the broader 8 to 10 person team
Manage calendars, scheduling, meetings, and reminders with precision
Prepare correspondence, internal documents, client facing materials, and reports
Handle confidential information with discretion and sound judgment
Oversee daily office operations to ensure everything runs smoothly
Serve as the primary point of contact for phones, email, mail, and visitors
Coordinate office vendors, supplies, and basic facilities needs
Maintain organized digital and physical filing systems
Communicate professionally with clients, carriers, vendors, and partners
Draft clear, accurate emails and letters on behalf of the firm
Track inbound and outbound requests to ensure nothing falls through the cracks
Support insurance related administrative workflows and documentation
Assist with data entry, policy related paperwork, and internal tracking
Identify inefficiencies and help improve internal processes over time
Proficient with Microsoft Office including Outlook, Word and Excel
Comfortable using Google Workspace including Gmail, Google Docs, Google Sheets, and Google Calendar
Able to format documents cleanly and consistently without hand holding
Confident managing shared calendars, file permissions, and version control
Comfortable learning firm specific systems, portals, and insurance platforms
Exceptionally organized with strong attention to detail
Punctual, dependable, and consistent
Able to manage competing priorities without dropping the ball
Clear, professional written and verbal communication
Comfortable interacting with executives, clients, and external partners
Able to ask clarifying questions and flag issues early
Strong sense of ownership and accountability
Discreet and trustworthy with sensitive information
Calm under pressure and solutions oriented
Strong working knowledge of everyday office technology
Willingness to adapt as tools and processes evolve
Preferred
Prior experience as an Executive Assistant or Administrative Assistant preferred
Experience in insurance, financial services, or professional services is a plus
Benefits
Bonus potential tied to performance and firm success
Company
Quantitative Systems
Quantitative Systems is an executive technology search firm that focuses on finding the most talented software engineers in the world.
Founded in 2009
2-10 employees
Funding
Current Stage
Early StageLeadership Team
Darren Ross
Chief Operating Officer
Company data provided by crunchbase