Executive Assistant

Company Details

Vela Insurance Services provides specialized Excess and Surplus Lines Casualty and Professional Liability insurance solutions in the following four market segments:
Construction, Specialty Casualty, Velocity Smal Business & Professional Liability. We offer national service and local knowledge to our exclusive wholesale broker network and the businesses they serve.

The Company is an equal employment opportunity employer.

The Executive Assistant to C‑Level leadership provides high‑level administrative, operational, and strategic support to senior executives. This role ensures the executive’s time, priorities, and communications are managed with precision, confidentiality, and proactive judgment. The EA acts as a trusted partner, enabling the executive to focus on organizational strategy and high‑impact initiatives. The role includes:

• Executive Support & Calendar Management: Manage complex calendars, prioritize meetings, coordinate cross‑functional schedules, and ensure the executive is fully prepared for all engagements.
• Communication & Correspondence: Draft, review, and manage correspondence, presentations, and reports; act as a liaison between the SLT and President – Serve as a Brand Ambassador of the President and Vela to Corporate and external constituents.
• Confidential Information Handling: Manage sensitive information with absolute discretion and maintain a high level of professionalism.
• Travel & Logistics for President and SLT: Coordinate domestic travel, itineraries, accommodations for Team
• Expense Management for President and SLT – Prepare and Process all expense reports, receipt gathering and approvals for SLT and team members reporting into the SLT
• Operational Efficiency: Identify opportunities to streamline processes, improve communication flow, and enhance executive productivity.
• Scottsdale Office Management:
  Manage supplies and consumables for staff, coordinate Scottsdale SLT lunch, dinner and meeting space reservations and partner with onsite team for holiday events and team-building functions.
• Demonstrate Leadership Values:
  Model and uphold the principles and behaviors exemplified by the Senior Leadership Team (SLT); foster a culture of integrity, collaboration, and accountability across office operations and serve as a role model in aligning daily practices with organizational vision and leadership standards.

• 5–10+ years of executive-level support experience, ideally supporting C‑suite leaders
• Exceptional communication skills, both written and verbal
• Advanced proficiency in productivity tools (Microsoft 365, Teams, PowerPoint, Excel, etc.
• Strong organizational and multitasking abilities with a proactive, resourceful mindset
• High emotional intelligence and the ability to navigate complex interpersonal dynamics
• Ability to work under pressure, manage shifting priorities, and maintain composure
• Bachelor’s degree preferred or equivalent experience
• Microsoft Products including Word, Excel, Power Point
• Egencia Travel or online Travel booking experience
• Chrome River or Similar Online Expense Reporting Tool

The Company is an equal employment opportunity employer.

The company offers a competitive compensation plan and robust benefits package for full time regular employees which for this role include:

• Base Salary
• Benefits:
  Health, Dental, Vision, Life, Disability, Wellness, Paid Time Off, 401(k) and Profit-Sharing plans

The actual salary for this position will be determined by a number of factors, including the scope, complexity and location of the role; the skills, education, training, credentials and experience of the candidate; and other conditions of employment.

We do not accept any unsolicited resumes from external recruiting firms.

Sponsorship not Offered for this role.