Advent Talent Group is seeking an experienced Executive Assistant to provide comprehensive administrative support to the executive team of our client, an insurance agency specializing in personalized coverage solutions for individuals and businesses in areas such as auto, home, liability, and commercial insurance. The ideal candidate will be a highly organized, proactive professional with extensive experience in executive support, office management, and the ability to manage multiple tasks efficiently in a fast-paced environment. Strong communication skills, attention to detail, and a solutions-oriented approach are essential for success in this role.
Overview:
$60,000 - $85,000
Contract to hire
Full -time | Monday- Friday 8:00 AM – 4:30 PM
On-site in St. Paul, MN with possibility of hybrid after training
Responsibilities:
The Executive Assistant serves as a key liaison between executives, staff, and external stakeholders, ensuring effective communication and collaboration. Additionally, the position requires a proactive approach to managing office operations, maintaining policies, and supporting the execution of meetings, events, and special projects.
- Serve as the primary communication liaison between executives and internal/external stakeholders, managing all inquiries professionally and efficiently while adhering to standard operating procedures and service level agreements.
- Manage complex executive calendars, coordinate travel arrangements, and handle logistical planning for client coaching sessions, meetings, and corporate events, ensuring seamless scheduling and preparation.
- Prepare comprehensive reports, correspondence, presentations, and communications using Microsoft 365 and other appropriate tools, representing the executive team's professional standards.
- Coordinate office services including budget preparation, records management, and administrative support, maintaining high levels of organizational efficiency and operational excellence.
- Supervise and train administrative staff, developing administrative policies, reviewing operational practices, and implementing process improvements to enhance workflow and productivity.
- Facilitate executive meetings, compile critical data and presentation materials, manage follow-up action steps, and coordinate onsite client events with meticulous attention to detail.
Qualifications:
- 5+ years of progressive experience in executive administrative roles demonstrating exceptional organizational and interpersonal skills, Bachelor's degree preferred.
- Advanced proficiency in Microsoft Office Suite, with the ability to quickly adapt to new software and technology platforms used in a dynamic corporate environment.
- Exceptional communication skills, both written and verbal, with the ability to interact professionally with executives, staff, clients, and external stakeholders.
- Strong project management capabilities, including the ability to prioritize tasks, manage multiple complex assignments simultaneously, and meet critical deadlines.
- Proven track record of maintaining confidentiality, exercising sound judgment, and handling sensitive information with the utmost discretion and professionalism.
- Demonstrated experience in training and supervising administrative staff, with the ability to develop and implement effective administrative procedures and workflows.
Advent Talent Group is an Equal Opportunity Employer
Advent Talent Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
