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Novatae Risk Group · 1 week ago

Executive Assistant & Special Projects Manager

United States

Full-time

Onsite

Mid, Senior Level

5+ years exp

Novatae Risk Group is seeking an Executive Assistant & Special Projects Manager to serve as a trusted strategic partner to the President and COO. This role involves providing high-level executive support, managing virtual office operations, and leading special projects that align with organizational priorities.

ConstructionInsuranceManagement Consulting

Responsibilities

Provide comprehensive executive support to the President and COO, including complex calendar management, meeting coordination, and travel planning

Prepare agendas, presentation materials, briefing documents, and follow-up summaries for executive meetings

Manage expense reporting, reimbursements, and executive administrative workflows with accuracy and timeliness

Serve as a primary point of contact between executives and internal/external stakeholders, ensuring professional and efficient communication

Maintain strict confidentiality and exercise sound judgment when handling sensitive and privileged information

Act as a Virtual Office Manager supporting the Office of the President, COO, and CFO

Coordinate communications, announcements, and activities originating from executive leadership

Assist with planning and execution of executive events, leadership meetings, offsites, and company-wide initiatives

Support consistency and organization across executive operations in a remote, distributed work environment

Partner with HR, Finance, IT, and Operations to ensure seamless execution of executive-driven initiatives

Lead and support special projects as assigned by the President and COO, including but not limited to:

Track project timelines, deliverables, and dependencies to ensure timely execution

Coordinate cross-functional stakeholders and provide regular status updates to executive leadership

Identify risks, gaps, and process improvement opportunities within assigned projects

Support ad hoc strategic initiatives that require executive-level oversight and coordination

Qualification

Executive supportCalendar managementProject managementMicrosoft Office SuiteInterpersonal skillsCommunication skillsOrganizational skillsProblem-solving

Required

Minimum of 5–7 years of experience supporting senior executives, preferably within insurance, financial services, or a professional services environment

Demonstrated experience managing complex calendars, executive communications, and confidential information

Strong organizational and multitasking skills with keen attention to detail

Excellent interpersonal and communication skills, both written and verbal

Ability to build relationships with internal stakeholders and external vendors

Proficiency in Microsoft Office Suite and other office systems (e.g., Outlook, Teams, Excel, Word)

Strong judgment and problem-solving abilities in a fast-paced environment

Capable of managing sensitive and confidential information with discretion