Executive Assistant & Office Manager

The Executive Assistant & Office Manager is a motivated and organized professional with a strong ability to support executive leadership while ensuring the smooth operation of the office. This role is critical in providing comprehensive support to the Head of Global Distribution, managing day-to-day administrative responsibilities, and overseeing office management to maintain an efficient and productive work environment.

As the Executive Assistant & Office Manager, you will be responsible for streamlining administrative tasks, managing office logistics, and fostering a well-organized, professional workspace. Your primary duties and responsibilities will include, but are not limited to:

• Calendar Management: Effectively manage the global distribution team’s calendars, including scheduling appointments, meetings, and travel arrangements.
• Communication: Serve as the primary point of contact for internal and external stakeholders, screening and responding to emails and phone calls in a professional and timely manner.
• Documentation and Reporting: Prepare, edit, and distribute documents, reports, presentations, and correspondence as required. Ensure accuracy and consistency in all communications.
• Meeting Support: Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
• Travel Coordination: Arrange travel logistics, including flights, accommodations, and transportation, ensuring cost-effectiveness and convenience for the executive.
• Data Management: Maintain and organize records related to sales activities within Salesforce and other company data bases, ensuring confidentiality and security of sensitive information.
• Special Projects: Assist with special projects and initiatives as assigned by the Head of Global Distribution, which may involve research, analysis, and presentation of findings.
• Relationship Management: Build and maintain positive relationships with internal teams, external partners, and clients, fostering a collaborative and productive work environment.
• Support the Distribution Team’s Operations: Provide administrative support to the distribution team as needed, including coordinating events, preparing conference materials, and managing inquiries.

• Bachelor’s degree in business administration, marketing, or a related field preferred.
• Proven experience as an executive assistant or similar role, preferably in a sales or insurance environment.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Excellent communication and interpersonal skills, with a professional and courteous demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Attention to detail and accuracy in all work activities.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Flexibility and adaptability to work in a fast-paced and dynamic environment.
• Strong problem-solving skills and a proactive approach to addressing challenges.
• Willingness to take on additional responsibilities and contribute to the success of the Sales department.
• Prior experience working with Salesforce or other CRM systems is a plus.