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Executive Assistant

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Munich Re

10d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration

AI generated summary

  • You must have post-secondary education, strong English skills, experience supporting executives in finance/insurance, MS Office proficiency, and excellent communication, multitasking, and diplomacy skills.
  • You will manage executives' calendars, coordinate meetings and travel, handle expenses and invoices, and provide proactive support while maintaining discretion and professionalism.

Requirements

  • Post-secondary education.
  • Strong command of the English language.
  • Proven success in a similar role supporting executives within the financial services/insurance industry.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to work independently and collaboratively in a team environment.
  • Client Service: a natural desire to provide outstanding client service.
  • Communication: strong writing skills and a pleasant demeanor in conversation and on the telephone.
  • Enthusiasm: a positive attitude that is evident in everything done.
  • Multitasking: able to balance many priorities and conflicting demands, remains calm and focused at all times, with a strong attention to detail.
  • Initiative: always looking for better ways of doing things and raising new ideas; able to make things happen with little or no direction from others; strive for excellence.
  • Discipline: exhibits consistent motivation in the successful achievement of tasks.
  • Team Player: ability to collaborate and enjoys working with others as part of a team.
  • Sociability: friendly, outgoing, and well-liked by others.
  • Diplomacy: a strong sense of confidentiality, tact, and diplomacy.
  • Strong knowledge and proficiency in MS Office.

Responsibilities

  • Effectively manage the calendars of assigned executives, ensuring their schedules are current, conflict-free, and that agendas are planned as proactively and efficiently as possible.
  • Coordinate, prepare, and distribute support materials in advance of upcoming meetings.
  • Manage the daily schedule of the executives, bringing to their attention any matters that require immediate action.
  • Provide responsive and proactive support in managing all requests from supported executives. These requests will vary but may include preparation and coordination of reports, communications, spreadsheets, client correspondence, and meetings.
  • Coordinate meetings, including booking meetings, meeting set-up, preparing agendas and other material as required, coordinating logistics, ensuring all support materials are distributed in advance, and taking minutes as needed.
  • Oversee and manage executives' expense reports, ensuring timely and accurate submission, approval, and reimbursement processes in compliance with company policies.
  • Handle the receipt, review, and processing of invoices, liaising with vendors and internal departments.
  • Maintain organized and detailed records of all expenses and invoices.
  • Handle confidential information with discretion and professionalism.
  • For both domestic and international travel arrangements, ensure complex flight arrangements, accommodation, and other travel-related requests are well managed. Develop itineraries that are well thought out, and ensure travel is booked in advance and clearly communicated to the traveller.
  • Provide travel-related monitoring and assistance outside of business hours when needed.
  • Support complex travel requirements of employees who do not have executive assistant support as needed.
  • Provide support to other members of the executive team, including visiting leaders from other countries, ensuring their stay is pleasant and that all issues are proactively addressed.
  • Participate in a team environment to provide coverage for vacation or absences for other team members.
  • May be required to work longer hours from time to time to meet deadlines and expectations.

FAQs

What is the primary role of the Executive Assistant?

The primary role of the Executive Assistant is to provide comprehensive support to the executive team, including managing their calendars, coordinating meetings, handling travel arrangements, and managing expense reports.

What qualifications are required for this position?

A post-secondary education, proven success in a similar role within the financial services/insurance industry, proficiency in Microsoft Office Suite, and strong communication skills are required.

Is experience in the financial services or insurance industry necessary?

Yes, proven success in a similar role supporting executives within the financial services or insurance industry is preferred.

What type of work environment does Munich Re offer?

Munich Re offers a hybrid work environment that combines weekly in-office and remote days, promoting work-life balance and flexibility.

Are there opportunities for professional development?

Yes, the company offers learning and development programs, including unlimited access to LinkedIn Learning and an Education Assistance Program.

Is this position full-time?

Yes, this is a full-time position, and longer hours may be required from time to time to meet deadlines and expectations.

Is there any support for employees on maternity or parental leave?

Yes, Munich Re offers a maternity, parental, and adoption leave top-up program to support employees during this time.

How does Munich Re support employee well-being?

Munich Re supports employee well-being through flexible health and dental benefits, a Health Spending Account, wellness programs, and generous time off policies.

What qualities are important for a successful Executive Assistant in this role?

Important qualities include strong attention to detail, ability to multitask, initiative, strong communication skills, professionalism, and a collaborative team player attitude.

Are accommodations available for applicants with disabilities?

Yes, Munich Re is committed to providing an inclusive work environment and will make accommodations for qualified applicants with disabilities throughout the recruitment process.

Munich Re

Pushing the boundaries of insurability to help the world advance with confidence.

Finance
Industry
10,001+
Employees

Mission & Purpose

Munich Re is one of the world’s leading providers of reinsurance, primary insurance and insurance-related risk solutions. The group consists of the reinsurance and ERGO business segments, as well as the capital investment company MEAG. We are globally active and operate in all lines of the insurance business. Since our founding in 1880, we’ve been known for our unrivaled risk-related expertise and sound financial position. We offer customers financial protection when faced with exceptional levels of damage – from the 1906 San Francisco earthquake to the 2017 Atlantic hurricane season. We possess outstanding innovative strength, which enables us to also provide coverage for extraordinary risks such as rocket launches, renewable energies, cyber attacks, or pandemics. We’re also playing a key role in driving forward the digital transformation of the insurance industry, and in doing so have further expanded our ability to assess risks and the range of services that we offer. Our tailor-made solutions and close proximity to our customers make Munich Re one of the world’s most sought-after risk partners for businesses, institutions, and private individuals. Our corporate culture is defined by performance, mutual respect and trust. All this makes us an attractive employer providing global career development opportunities and prospects.