Executive Assistant

This is a fully remote position, open to applicants in Alabama, +47 more locations.

📋 Description

• Provide complex, high-level, and confidential secretarial and administrative support for executive management and related departments.

• Develop and prepare correspondence, spreadsheets, reports, PowerPoint presentations, and other presentation materials.

• Organize and maintain intricate Outlook calendars.

• Manage and coordinate both internal and external events.

• Arrange travel, accommodations, meetings, and conference calls.

• Prepare and submit expense reports.

• Facilitate the onboarding process for new resources.

• Manage executive-level internal and external communications, including phone calls, voicemails, emails, letters, and memos.

• Act as project manager for assigned projects and assist with special initiatives.

• Maintain departmental file-sharing systems and intranet sites.

• Oversee and manage electronic and paper records for the department, including organization, retrieval, archiving, and storage.

• Execute office management responsibilities.

• Handle mail distribution, as well as outgoing mail, filing, copying, faxing, and scanning.

• Collaborate with internal cross-functional teams to support communication, collaboration, and awareness of departmental priorities.

• Coordinate with Procurement and Legal teams to ensure timely contract execution in accordance with company policies.

• Review and code vendor invoices to facilitate timely approvals and payments.

• Organize team-building activities and maintain relationships with the broader RGA administrative assistant network.

⛳️ Requirements

• High School Diploma or General Education Degree (GED) or equivalent experience.

• Over 7 years of secretarial and administrative experience.

• Experience in a global business environment with operations across various continents, time zones, and cultures.

• Previous experience in a fast-paced working environment.

• Proficient in advanced Word functions.

• Intermediate skills in Excel and PowerPoint.

• Intermediate mathematical skills.

• Capability to maintain a high level of confidentiality.

• Ability to work independently.

• Flexibility to adapt when necessary, take initiative, and demonstrate accountability.

• Intermediate oral and written communication skills.

• Quick adaptability to new methods and ability to work under tight deadlines and stressful situations.

• Competence in setting goals, multitasking, and prioritizing workload.

• Intermediate investigative, analytical, and problem-solving abilities.

• Collaborative skills to work well within a team environment and participate in departmental projects.

• Proficiency in coordinating projects and managing changing priorities.

• Ability to promote customer service and engage cross-functionally.

• Demonstration of a positive and professional demeanor.

• Preferred: Associate’s Degree (AA) or Bachelor’s Degree in Arts/Sciences (BA/BS).

• Preferred: Over 4 years of project coordination experience.

• Preferred: Direct business-to-business client experience.

🏝️ Benefits

• Participation in an annual bonus plan.

• Eligibility for long-term equity incentive plans for select positions.

• Comprehensive health benefits.

• Retirement benefits.

• Additional employee benefits.

• A diverse and supportive colleague network globally.

• A respectful and welcoming environment that encourages individuality and innovative thinking.

• Opportunities for career advancement and global experiences.