Executive Assistant II
Company: Zurich Insurance Group Ltd
Experience: 5+ years
Zurich is currently hiring an Executive Assistant to join the team! The Executive Assistant supports the Chief Legal Officer with dedicated executive administration and support of scheduling, travel planning, departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives. Zurich is open to hiring at their Headquarters in Schaumburg, IL.
In this role you will be responsible for:
Provide professional representation for the function.
Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations, detailed meeting plan management, and all other executive support.
Act as representative of executive leadership regarding internal and external relations, correspondence and screening of communications.
Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.
Ensure that executive leadership is informed of priorities, deadlines and challenges.
Assist executive leadership in tracking key operational reporting deadlines by organizing and compiling data, researching facts, and coordinating information retrieval.
Arrange teleconferences, domestically and/or internationally.
Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
Complete accurate and detailed leadership department expense reporting and other departmental reports.
Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
Track internal and external contacts and maintain contact database.
Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
Maintain confidentiality in all aspects of team and company information.
Operate independently with minimal supervision.
Provide back-up administrative support to others in the departments as necessary.
Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
Other duties as required.
High School Diploma or Equivalent and 5 or more years of experience in the Administrative area
Zurich Certified Insurance Apprentice including an Associate Degree and 3 or more years of experience in the Administrative area
Experience planning, organizing and scheduling work
Experience working as an executive assistant in a law firm or inhouse legal department
Ability to thrive in a fast-paced environment and operate with a high sense of urgency
Ability consistently demonstrate initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, Outlook, Teams and SharePoint
Excellent calendar management skills and demonstrated experience in complex scheduling with consistent follow through
Proven ability to work independently
Project management skills with demonstrated ability to meet project deadlines Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow
Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
Ability to anticipate needs, resourcefulness and responsiveness are essential
Ability to consistently strive for excellence and exercise good judgment.
Dependability, dedication, resourcefulness, and independence
Ability to work well under pressure while maintaining a professional demeanor