Executive Assistant, Insurance Brokerage; hybrid, Austin, TX

Executive Assistant, Insurance Brokerage (hybrid, Austin, TX)

Join to apply for the Executive Assistant, Insurance Brokerage (hybrid, Austin, TX) role at NFP, an Aon company.

This Executive Assistant role (EA) will support a Managing Director and his team. As the EA, you will be responsible for performing a wide variety of complex, diverse, sensitive and confidential administrative functions while providing overall support and information management. This is an experienced-level role for a career-directed EA, who can demonstrate professional gravitas with executives and clients.

Location and schedule
:
This is a full-time position working from our Austin, TX office. We are flexible in offering a hybrid schedule with 3-4 days in the office, after sufficient training.

• Manage heavy, complex and frequently changing schedules for executive(s), keeping their calendars, and coordinating various company and team meetings, and also meetings with outside companies, carriers, etc. Work closely with the team as well as our firms, carriers, etc. This includes preparing/gathering documents and all logistics of meetings
• Schedule internal and external meetings and coordinates logistics for meetings/lunches. Reserve meeting space and preparing the conference room with audio-visual technology as required, as well as any meals needed.
• Prioritize and answer and respond to phone calls, communicate messages and information for the executives
• Responsible for handling all aspects of Advisory Board meetings, calls, and helping with various study group and carrier meetings as well
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations. Perform all duties pertaining to the meeting
• Compile and help modify presentations, spreadsheets and other various documents as requested
• Process invoices, and maintain various records, documents, expense reports, etc
• Handle all confidential business matters and work independently on special assignments
• Handle personal matters, minimally and as necessary
• Provide a bridge for smooth, accurate communication between the executives and internal departments and to the firms; demonstrating leadership to maintain credibility, trust and support
• Actively coordinate with other administrative support team associated with NFP Austin
• Other duties as assigned

• Must be able to work from our Austin, TX office as required. Must have flexibility on work hours and schedule to accommodate urgencies/priorities
• Must be an advanced user in Microsoft Outlook, Word, and PowerPoint—you will take the lead on creative presentation, including applying graphs, tables, etc. Strong intermediate proficiency with Excel
• Excellent written communication skills – writes clearly; edits work for spelling and grammar; varies writing style to meet needs; presents numeric data effectively; able to read and interpret written information
• Demonstrated coordination of multi-state travel and agendas, complex meeting arrangements and calendar management
• Be a self-starter and can make sound independent decisions
• Ability to successfully interact with a variety of people/personalities
• Detail-Oriented: pays attention to the details and can make connections between cause and effect and can forecast needs
• Strong Communication Skills: effectively communicate both verbally and in writing
• Results Orientation: bottom-line oriented and knows how to steadily push themselves and others for results
• Organizational Skills: prioritizes effectively; strong multitasking skills
• Organizational Awareness: perceptive; can surface conflicting agendas and align them with business objectives
• Adaptable: ability to manage multiple priorities and remain resilient
• Team Player: eager to learn and to support
• Confidant: able to interact diplomatically and professionally, maintaining confidentiality

• A minimum of three years’ experience as an Executive Assistant supporting one or more executives; ideally in a corporate, small-business or financial services industry
• A bachelor’s degree or some college or…