Executive Assistant to the CEO

POSITION OVERVIEW  

Global Atlantic Financial Group is seeking an Executive Assistant to provide best-in-class, dedicated administrative support to our Co-Founder, Chairman and Chief Executive Officer and Executive Office team. Key duties include managing demanding, dynamic schedules, arranging domestic and international travel, communicating tactfully with internal leaders and external stakeholders, and preparing expense reports on behalf of the CEO, Chief of Staff, and Associate. This role requires supporting/collaborating with Management Committee and other senior leaders’ assistants, and taking on leadership tasks and projects as the seniormost Executive Assistant. A high standard of excellence,  professionalism, flexibility, teamwork, strong organizational skills, polished  communication skills, and the ability to work efficiently under pressure are all critical to this role. This role requires a minimum of 5 days in the office per week. Willingness to work international hours while members of our Executive Office team are traveling to ensure smooth logistical experience will be required as needed. 

DUTIES:  

• Manage multiple calendars on behalf of the Executive Office, schedule meetings and appointments, and use good judgment to discern what needs to be prioritized so that calendars are consistently up to date 
• Assisting CEO with the punctual, seamless execution of their daily calendar 
• Communicate in a polished and timely manner with executives and their teams, both within the GA organization and with external clients and stakeholders on behalf of the Executive Office 
• Arranging complex and ever-changing domestic and international travel itineraries, including flights, car services, dining reservations, meetings/events, hotel accommodations according to the needs and preferences of each executive.  
• Monitoring / managing flights, check ins, weather, troubleshooting logistical problems during travel days 
• Prepare and submit expense reports and resolve any issues with payment 
• Coordinate various events such as high-level business dinners, board meetings, and team-building activities in partnership with the Chief of Staff, Associate, and Events Team  
• Pre-register guests, book conference rooms, and arrange catering and AV requirements for major meetings.  
• Lead end-to-end VIP coordination for external clients and visitors to GA office 
• Exhibit the utmost discretion given confidential nature of invoices, presentations, memos, letters, financial statements, and other documents 
• Build and maintain strong working relationships with GA’s IT support team, building security, the conference services department, and fellow administrative staff 
• Caring for office space, including improving organizational systems, maintaining supplies, and supporting day-to-day hospitality needs  
• Assist with special projects and additional functions as requested as seniormost Executive Assistant  

REQUIRED QUALIFICATIONS: 

• 10+ years supporting and working with C-suite executives 
• Excellent verbal and written communication skills 
• Ability to multitask independently in a fast-paced, high-pressure environment 
• Demonstrated proficiency with the entire MS Office suite; strong Outlook skills are a must-have 
• A proactive approach to problem-solving, eagerness to learn, and anticipatory orientation (ability to plan ahead and forecast needs) 
• Ability to work well and demonstrate camaraderie with a group of other admins, including the desire to improve processes and approaches as needed  
• Knowledge of business and stakeholders 
• Maintaining upbeat, positive attitude and composure
• This position is not eligible for visa sponsorship now or in the future

Responsibilities  

• Calendar  
  • Managing an extremely active calendar 
  • Establish standing review of upcoming calendar with Chief of Staff / CEO 
  • Plan, coordinate, and ensure the CEO’s schedule is followed and respected 
  • Collaborate effectively with external and internal stakeholders  

• Travel  
  • Arranging complex and detailed travel plans, itineraries, and agendas 
  • Ever-changing domestic and international travel arrangements, including commercial/private flights, car services, dining reservations, meetings/events, hotel accommodations 
  • Monitoring / managing flights, check ins, weather, troubleshooting travel problems 
• Correspondence  
  • Composing and preparing confidential correspondence 
  • Point of contact for external Board / philanthropic engagements 
  • Point of contact for all travel 
• Meeting / Events  
  • Organize and coordinate internal and external meetings / events, including tracking attendance, registering and greeting guests, ordering/overseeing catering needs
• Daily / General Administrative  
  • Compiling documents and materials for meetings 
  • Research, prioritize and follow up on incoming issues addressed to the CEO 
  • File organization (being a resourceful person for business materials) 
  • Maintaining data / contact information (including client, personal, board affiliations and holiday card list) 
  • Archiving / printing / preparing materials 
  • Answering phone lines 
  • Retrieving / overseeing meals 
  • Managing subscriptions 
  • Managing club / Board memberships/ correspondence 
  • Submitting expenses timely and accurately 
  • Maintaining neat, properly supplied office / conference room 

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