Posting Description

Summary of Role:

The Administrative Assistant is responsible for supporting an Executive team. You will provide and important role primarily handling expense reporting, meeting prep and presentations, calendar management, office culture initiatives, while performing administrative functions!

This is a full-time position working from our Charlotte, NC office. We are flexible in offering a hybrid schedule with 3-4 days in the office (other days from home), after sufficient training.
Essential Duties and Responsibilities:

• Act as gatekeeper to Charlotte P&C Sales and Broking leaders, understanding priorities in the organization and providing high level administrative support.
• Maintain heavy, complex and frequently changing calendars.
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations.
• Coordinate meetings and appointments as directed by the Executives, reserving meeting space and preparing the conference room with audio-visual technology as needed.
• Schedule internal and external meetings and coordinates logistics for meetings/lunches.
• Coordinate all aspects of appointments, meetings and conference calls.
• Prepare and review materials and correspondence for meetings.
• Compile and modify presentations, spreadsheets and other various documents.
• Handle all confidential business matters and work independently on special assignments.
• Answer and screen incoming phone calls and place calls as directed.
• Participate in regular departmental meetings and training and development sessions as directed.
• Dedication to culture requires a demonstration of integrity, accountability, customer/client focus and collaboration.
• Provide a bridge for smooth, accurate communication between the Executives and internal departments; demonstrating leadership to maintain credibility, trust and support.
• Actively participate with the Administrative support team on a variety of activities.
• Other duties as assigned.
• Ability to work overtime as required.

Knowledge, Skills, and/or Abilities:

To perform this job successfully, must be able to perform each essential duty satisfactorily. Expert level communication skills and strong decision-making ability is essential. Must have the ability to interact diplomatically and professionally, while maintaining the highest level of confidentiality. The ability to work independently and multi-task is crucial. Exceedingly well organized, flexible and capable of managing priorities in a fast-paced environment is key. The ability to manage multiple priorities: several calendars requests to ensure each meeting is given the proper prioritization. Be a power user in Microsoft Outlook, Word and PowerPoint, and proficient in Excel and AI tools.

• Highly proficient with Microsoft office products including Word, Excel, Outlook and PowerPoint.
• 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.
• Be a self-starter and have the ability to make sound independent decisions.
• Ability to successfully interact with a variety of people/personalities.
• Exceedingly well organized, flexible, and able to prioritize in a time-sensitive environment is key while being adaptable to quick-changing deliverables.
• The ability to balance multiple priorities and calendar requests to guarantee each meeting receives appropriate prioritization.
• Have an eagerness to learn and to support.
• Ability to maintain strict confidentiality when appropriate.
• Consistent track record in working individually or collaboratively as part of a team.
• Experience with Concur or other expenses management software.

Education and/or Experience:

• Bachelor's Degree or business certificate or similar education preferred. HS Diploma or equivalent is required
• Ideally, at least five years of experience in a corporate support role such as administrative/executive admin. or operations is preferable and within Financial Services, Wealth Management or Insurance

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 cultivating 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- $100,000. 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.