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Executive Assistant

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Liberty Mutual Insurance

21d ago

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

AI generated summary

  • You need strong admin skills, proficiency in MS Office and Adobe, excellent organization, professionalism, and 4-6 years of relevant experience supporting management.
  • You will manage executive calendars, coordinate communication, prepare meeting materials, organize travel, plan events, maintain records, and enhance productivity using new tools and technologies.

Requirements

  • Solid knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
  • Excellent organizational skills, time management skills and attention to detail, to include anticipating needs, being resourceful and proactive.
  • Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
  • Competencies typically acquired through an associate`s degree (or equivalent) and 4 to 6 years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the management level.

Responsibilities

  • Identifies the preferred method of support for assigned executives and appropriately accommodates working style. Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
  • Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts. Keeps executives informed of changes and helps to keep them on schedule.
  • Triages and responds to various forms of communications based on executive needs and preferences. Coordinates responses to requests for information, surveys, etc.
  • Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials.
  • Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
  • Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses.
  • Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on-sites/off-sites, team gatherings, etc.) whether virtual or in-person. Assists with event planning.
  • Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
  • Learns and keeps informed of new tools and technologies to further executive productivity.
  • Identifies and communicates useful functionality and assists with troubleshooting.
  • Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc.

FAQs

Do we support remote work?

Yes, we support remote work, but in a hybrid format requiring candidates to report to the office twice a week if they reside within 50 miles of designated hubs.

What is the required experience for the Executive Assistant role?

Competencies typically acquired for this role include an associate's degree (or equivalent) and 4 to 6 years of relevant and progressively more responsible administrative experience, particularly in providing support at the management level.

What software applications should I be proficient in for this role?

A solid knowledge of administrative procedures and proficiency in software applications such as Microsoft Office (Word, Excel, PowerPoint, and Teams), Adobe Acrobat, and records management systems are necessary for this position.

Are there opportunities for salary progression in this role?

Yes, the full salary range for the Executive Assistant role provides an opportunity for progression as employees grow and develop within the role, influenced by skills, experience, education, and other factors.

Is confidentiality important in the Executive Assistant position?

Yes, exercising confidentiality, tact, and diplomacy is essential in the role to maintain professional integrity and manage sensitive information.

What type of support will I provide to executives?

You will be responsible for managing executive calendars, preparing meeting materials, triaging communications, optimizing travel arrangements, and coordinating team meetings, among other administrative tasks.

Does the company value diversity and inclusion?

Yes, Liberty Mutual is committed to fostering a diverse, equitable, and inclusive workplace where all employees feel a sense of community and belonging.

Will I need to assist in event planning?

Yes, part of the role involves coordinating and assisting with team meetings and events, whether they are virtual or in-person.

What is expected in terms of communication with executives?

You are expected to maintain strong communication, help executives be more efficient with their time, and adapt to their preferred working styles.

Are there benefits offered for this position?

Yes, Liberty Mutual offers comprehensive benefits that support employees' lives and well-being. You can learn more about the benefits offered on the company's benefits webpage.

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Liberty Mutual Insurance

Finance
Industry
10,001+
Employees
1912
Founded Year

Mission & Purpose

At Liberty Mutual, we want to help you embrace today and confidently pursue tomorrow. That’s why our company culture supports and champions each employee—helping you turn your passion into a rewarding profession. From comprehensive health and benefits to professional development opportunities, you’ll have access to the resources you need to pursue a meaningful career in an environment focused on openness, inclusion, trust and respect. As a Fortune 100 global leader in property and casualty insurance with more than 45,000 employees in 29 countries and economies around the world, our dedication to putting others first extends beyond our organization. We’re also committed to being a force for social and environmental good, and championing sustainability and Diversity & Inclusion initiatives around the world. Whether you’re helping our customers navigate an important claim or developing a new environmentally friendly product, you can feel good about the work you do at Liberty Mutual. We’ve spent more than 100 years creating innovative insurance products, services, ideas and technologies to meet the world’s ever-changing needs—breaking away from old mindsets and thinking outside of traditional insurance roles. Why? Because we’re committed to transforming our industry in order to create peace of mind for our customers. We hope you’ll join us.

Benefits

  • Health Savings Account (HSA)

  • Disability Insurance (both short- and long-term)

  • Life Insurance (for you and your family)

  • Accidental Death and Dismemberment Insurance

  • Employee Assistance Plan (EAP), including dependent care resources

  • Retirement Benefit (pension) Plan

  • 401(k) Savings Plan with Company Match