Executive Assistant

Aspire General Insurance


Date: 2 days ago
City: Rancho Cucamonga, CA
Contract type: Full time
Aspire General Insurance Company and its affiliated general agent, Aspire General Insurance Services, are on a mission to deliver affordable specialty auto coverage to drivers without compromising outstanding service.

Our company values can best be described with ABLE: to always do the right thing, be yourself, learn and evolve, and execute. Join our team where every individual takes pride in driving their role for shared success.

About The Role

  • An Executive Assistant plays a crucial role in supporting senior executives or high-level management within the organization. The Executive Assistant responsibilities are diverse and often require a high level of discretion, organization, and communication skills. The Executive Assistant performs the essential functions of the position, which includes but is not limited to duties as described below:

What You'll Do

  • Calendar Management:
    • Maintain and manage executive schedules, including arranging meetings, appointments, and travel.
    • Coordinate and prioritize daily appointments, ensuring efficient time management.
  • Communication and Correspondence:
    • Act as the primary point of contact between the executive(s) and internal/external clients and vendors.
    • Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s).
    • Screen incoming calls and emails, redirecting or responding as appropriate.
  • Meeting Coordination:
    • Organize and prepare materials for meetings, including agendas, presentations, and reports.
    • Attend meetings, take minutes, and follow up on action items.
    • Arrange and manage logistics for both in-person and virtual meetings.
  • Travel Arrangements:
    • Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
    • Prepare travel expense reports and ensure timely reimbursement processing.
  • Project Support:
    • Assist in the planning and execution of special projects and initiatives.
    • Manage and track project deadlines, ensuring timely completion.
  • Office Management:
    • Oversee the executive office’s administrative functions, including maintaining office supplies, and equipment, and ensuring a professional office environment.
    • Coordinate in-office visits for staff, coordinating with IT to ensure proper equipment set up.
    • Oversee usage and coordination of the Company Sprinter Van.
    • Handle confidential and sensitive information with discretion.
  • Relationship Management:
    • Build and maintain positive relationships with the Senior Leadership team, and upper management, including clients, partners, and team members.
    • Represent the executive(s) in a professional manner during interactions with various parties.
Qualifications

  • Education:
    • Bachelor’s degree in Business Administration, Communications, or a related field preferred.
  • Experience:
    • Minimum of 3-5 years of experience in an executive assistant or similar administrative role.
    • Experience supporting C-level executives or senior management is highly desirable.
  • Skills:
    • Exceptional organizational and time management skills.
    • Strong written and verbal communication skills.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
    • Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
    • High level of discretion and confidentiality.
    • Strong interpersonal skills and ability to interact with diverse groups of people.

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