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Executive Administrative Assistant

3700 S. Stonebridge Dr., McKinney, Texas
Job number: 14867
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Job Description:

Executive Administrative Assistant

Primary Duties & Responsibilities

The Executive Administrative Assistant will be responsible for handling a wide range of high-level and detailed administrative and executive support related tasks for the Vice President. The position will provide executive level support for the Vice President as a first priority, including managing calendars, handling information requests, maintaining and organizing documents as well as performing other tasks such as receiving visitors, arranging conference calls, and scheduling travel and meetings. 

As the in-office face of Human Resources, this position will promote a positive work atmosphere, with friendly, helpful and professional office management support. While largely working independently to support the Vice President, this position will also be a team player, who shows initiative and fosters favorable relationships throughout the organization. This includes working with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. In addition, the position must be able to handle sensitive and confidential matters and documents. Independent judgment is required to plan, prioritize, and organize a diversified workload.

 Primary Duties & Responsibilities:

  • Manages the Vice President’s calendar and contacts, and appropriately prioritizes schedules and appointments to maximize efficiency
  • Prepares documents and presentation materials to ensures Vice President is prepared for all meetings and calls
  • Plans travel arrangements to fit within the Vice President’s schedules most effectively
  • Tracks and manages the Vice President’s monthly expense submissions and payment process
  • Coordinates monthly and quarterly reporting as requested, updating information timely and accurately
  • Ensures all work is done on time and to a high-quality standard
  • Maintains an organized filing system of paper and electronic documents
  • Provides in-office, hands on support welcoming and directing visitors, new hires, deliveries, etc.
  • Exercises discretion and maintains confidentiality
  • Participates in the development and implementation of administrative standards, policies, and practices for the organization
  • Handles other duties as assigned (miscellaneous office tasks, support tasks, etc.) including:
    • Distribute mail from inter-office routing system
    • Distribute deliveries/packages received from outside sources to appropriate personnel
    • Ensure a neat and organized appearance of conference room and reception areas  
    • Distributes faxes and assists in sending faxes when necessary
    • Supports event planning and engagement events when necessary
    • Greets visitors and directs them to appropriate personnel/areas when necessary
    • Welcomes and supports new hires through IT set up and onboarding process

Required Skills

Knowledge, Skills & Abilities:

  • Excellent attention to detail, and executes responsibilities with a sense of urgency and follow-through
  • Works independently and creatively with strong organizational and task management skills
  • Proven experience in meeting deadlines and managing multiple priorities
  • Owns the in-office presence of Human Resources, being a resource for visitors, new hires, IT, and others
  • Ability to identify, analyze, and solve problems with practical solutions and present ideas effectively
  • Enjoys working in partnership with others
  • Excellent oral and written skills
  • Ability to execute verbal and written instructions with independence
  • Ability to effectively relay messages or instructions to others with effective listening and communication skills to ensure proper execution of assignments
  • Positive attitude, resourceful, and an honest and direct communicator
  • Strong technical, analytical, and communication skills, both written and verbal, with excellent grammar and writing skills
  • Must be highly organized, self-motivated and disciplined at staying on task
  • Must be flexible and able to work beyond regular business hours as needed
  • Reliable and predictable attendance of your assigned shift
  • Ability to work Full-Time and/or Part-Time based on the specific position for which you're applying

Required Knowledge & Experience

Education & Work Experience:

  • High school diploma High or GED equivalent
  • Some college or post-secondary education preferred
  • Secretarial/Administrative experience
  • Prior experience supporting senior leadership that includes managing their Outlook calendars
  • Ability to multitask and prioritize daily workload
  • Have a keen eye for design and an ability to take rough drafts of presentations and create visually appealing user content
  • Possess an energetic, positive disposition
  • Intermediate to advanced Microsoft Office skills with proficiency in Word, Excel, Outlook and PowerPoint
  • Strong verbal and written communication skills
  • Exemplary planning and time management skills
  • Proven ability to maintain confidentiality and professionalism
  • Experience with coordinating travel, expense reconciliation and accounting practices 

 

Location: 3700 S. Stonebridge Dr., McKinney, Texas

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Savings and Investment Plan (401K) - Eligible employees may begin participating in the plan on the first day of employment.

Pension Plan - Eligible employees who complete one year of service with the Company become participants in the Pension.* (Not available to Cleveland Employees)

Medical - Benefits are available to all eligible employees and qualified dependents the first of the month following 30 days of continuous service.

Dental** and Vision - Eligible employees and qualified dependents are able to enroll the first of the month following 30 days of continuous service.

Flexible Spending Accounts (FSA) - Our FSA has two components, Health Care and Dependent Care Accounts. These accounts allow employees to set aside a portion of their earnings on a pre-tax basis to cover out-of-pocket medical and dependent care expenses. Participation is elected on a calendar year basis and is available to all eligible employees the first of the month following the completion of 30 days of continuous service.

Health Savings Accounts (HSA) - A pre-tax Health Spending Account (HSA) is offered to those who enroll in the High Deductible Plan. It allows you to pay for health care expenses. Participation is elected on a calendar year basis and is available to all eligible employees the first of the month following the completion of 30 days of continuous service. Company contributes to HSA.

Short-Term Disability - Eligible employees may be entitled to salary continuance during periods of temporary disability. Benefits are based on employee status and years of service.*

Group Life and Long-Term Disability** - Eligible employees may elect life insurance and long-term disability coverage the first of the month following 30 days of continuous service.

Vacation and Paid Holidays - Employees are eligible for vacation upon the completion of six months of employment. In addition, the Company offers eight paid holidays.

Education Assistance - The Company supports employees who wish to continue their education to secure increased responsibility and growth within their professional careers. We offer a reimbursement program for expenses incurred through approved institutions of learning. In addition, Fellow, Life Management Institute (FLMI) and International Claim Association (ICA) program courses are offered after the completion of six months of services at no cost to the employee.

Fitness Reimbursement - Eligible employees are able to receive up to 100% reimbursement for monthly dues (employee only).

Supplemental Plans** - Cancer, Heart/Stroke, Accident.

*Please note, some benefits may vary by subsidiary. Please be sure to clarify with the Human Resources Department.
**Company paid benefit

Do I have to apply for every job that I am interested in? - Yes. Though our Talent Acquisition Team searches our database for qualified candidates, the only way to ensure that we know what position is of interest to you is if you apply for it directly.

Now that I've applied, what happens? - You will receive an immediate response from our system. Someone from our Talent Acquisition Team will review your qualifications and skills. If you're a good fit, we'll contact you to conduct an initial interview by phone, followed by assessment testing and an in person interview(s).

How do I get the contact information of the hiring manager for the job I am interested in? - It is our policy not to give contact information to external applicants. If, after you apply, it is determined that your skills and qualifications match our hiring needs, you will be contacted directly for an interview by someone on our Talent Acquisition Team.

I've been interviewed, what's next? - If selected, we'll extend a conditional offer. Then, pending a successful background check and drug screen, we'll confirm a start date.

The Whole Globe

Globe Not only is it in our name, it’s in our hearts. Our Company thrives off of diversity and has created a culture focused on inclusivity. These two components are the pillars of our foundation and the guiding principles that build our employees and leaders.

No Ceiling

SmileThe insurance industry may be traditional, but Globe Life has been, is, and always will be dedicated to building an inclusive, sustainable, and inspiring environment that does not have a ceiling on growth.

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