Executive Assistant

Position Summary: The Executive Assistant provides high level administrative support to various executives. This individual serves as a strategic partner in prioritization, calendar management, meeting preparation and supports key initiatives.  

Supervisory Responsibilities:  None

Essential Tasks:

• Manage calendars, prioritize appointments, coordinate meetings with various stakeholders
• Prepare agendas, presentations, reports, and briefing materials 
• Sending correspondence on behalf of leaders when requested 
• Manage multiple priorities and perform duties with utmost discretion. Maintain confidentiality. 
• Facilitates communication between various departments, acts as a liaison, and ensures information flows effectively 
• Schedule and coordinate travel (flights, hotels, rental cars) and create detailed itineraries 
• Event coordination and execution  
• Assist with expense reporting utilizing Concur 
• Maintaining office supplies by checking stock to determine inventory levels, anticipating needs, placing, and expediting orders, verifying receipt and stocking. 
• Ability to work a flexible schedule  
  

Core Competencies:

• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
• Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
• Dependability: Acknowledgment of the importance of being present and punctual
• Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

 Experience and Education:

• Bachelor’s degree preferred  
• 5+ years of previous administrative assistant experience preferred  
• 2 years supporting senior level executives preferred    

Licensing and Credentials: None

 Systems:

• Proficiency with Microsoft Excel, Word, PowerPoint, and Outlook required
• Familiarity with Concur or other similar expense reporting software preferred 

 Physical Requirements:

• Ability to lift 25 pounds
• Repeated use of sight to read documents and computer screens
• Repeated use of hearing and speech to communicate on telephone and in person
• Repetitive hand movements, such as keyboarding, writing, 10-key
• Walking, bending, sitting, reaching and stretching in all directions

Benefits & Compensation: 

• Higginbotham offers medical, dental, vision, prescription drug coverage, 401K, equity incentive plan as well as multiple supplemental benefits for physical, emotional, and financial wellbeing. 
• Employee Wellness Program 
• Company paid holidays, plus PTO 

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham.  Please do not contact or send unsolicited potential placements to our team members.

*Applications will be accepted until the position is filled