Executive Assistant, Insurance Brokerage (hybrid, Austin, TX)

NFP, an Aon company, is a multiple Best Places to Work award winner in Business Insurance who has also earned the WORK180 employer endorsement. We are an organization of consultative advisors and problem solvers. We help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. To learn more, please visit: https://www.NFP.com.

This Executive Assistant role (EA) will support a Managing Director and his team. As the EA, you will be responsible for performing a wide variety of complex, diverse, sensitive and confidential administrative functions while providing overall support and information management. This is an experienced-level role for a career-directed EA, who can demonstrate professional gravitas with executives and clients.

This is a full-time position working from our Austin, TX office. We are flexible in offering a hybrid schedule with 3-4 days in the office-REQUIRED (other days from home), after sufficient training.

Essential Duties and Responsibilities:

• Manage heavy, complex and frequently changing schedules for executive(s), keeping their calendars, and coordinating various company and team meetings, and also meetings with outside companies, carriers, etc. Work closely with the team as well as our firms, carriers, etc. This includes preparing/gathering documents and all logistics of meetings.
• Schedule internal and external meetings and coordinates logistics for meetings/lunches. Reserve meeting space and preparing the conference room with audio-visual technology as required, as well as any meals needed.
• Prioritize and answer and respond to phone calls, communicate messages and information for the executives.
• Responsible for handling all aspects of Advisory Board meetings, calls, and helping with various study group and carrier meetings as well.
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations. Perform all duties pertaining to the meeting.
• Compile and help modify presentations, spreadsheets and other various documents as requested.
• Process invoices, and maintain various records, documents, expense reports, etc.
• Handle all confidential business matters and work independently on special assignments.
• Handle personal matters, minimally and as necessary.
• Commitment to culture requires a demonstration of professionalism, accountability, customer/client focus and teamwork.
• Provide a bridge for smooth, accurate communication between the executives and internal departments and to the firms; demonstrating leadership to maintain credibility, trust and support.
• Actively coordinate with other administrative support team associated with NFP Austin.
• Other duties as assigned.

Knowledge, Skills, and/or Abilities. To perform this job successfully, must be able to perform each essential duty satisfactorily:

Essential Duties and Responsibilities/Key Competencies:

• Must be able to work from our Austin, TX office as required. Must have flexibility on work hours and schedule to accommodate urgencies/priorities.
• Must be an advanced user in Microsoft Outlook, Word, and PowerPoint-you will take the lead on creative presentation, including applying graphs, tables, etc. Strong intermediate proficiency with Excel.
• Excellent written communication skills – writes clearly; edits work for spelling and grammar; varies writing style to meet needs; presents numeric data effectively; able to read and interpret written information.
• Demonstrated coordination of multi-state travel and agendas, complex meeting arrangements and calendar management.
• Be a self-starter and can make sound independent decisions.
• Ability to successfully interact with a variety of people/personalities.
• Detail-Oriented: Someone who pays attention to the details and can make connections between cause and effect and can forecast needs.
• Strong Communication Skills: Someone who can effectively communicate both verbally and in writing.
• Results Orientation: Someone who is bottom-line oriented and knows how to steadily push themselves and others for results.
• Organizational Skills: Knows what is important and can prioritize accordingly. Establishes priorities systematically with the ability to differentiate between urgent, important and unimportant. Strong multitasking skills are essential for success.
• Organizational Awareness: Someone who is perceptive can pick up on nuances in group interactions. Has the confidence & courage to surface conflicting agendas and align them with business objectives.
• Adaptable: The ability to manage multiple priorities, have comfort with quick-changing deliverables and remain resilient in times of uncertainty.
• Team Player: Must have an eagerness to learn and to support.
• Confidant: Must have the ability to interact diplomatically and professionally, while maintaining the highest level of confidentiality and being able to assess what is confidential.

Education and/or Experience:

• A minimum of three years’ experience as an Executive Assistant supporting one or more executives; ideally in a corporate, small-business or financial services industry
• A bachelor’s degree or some college or professional certifications is a plus. English major or Business Writing a plus
• HS Diploma or equivalent is required

What We Offer:

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $80,000 – $90,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.