Executive Assistant

ESSENTIAL FUNCTIONS

The following abilities are required to perform the fundamental duties of this position:

• Protect confidential company, personnel, financial, and strategic information with sound judgment.
• Stay organized, prioritize well, and follow through without needing constant reminders.
• Communicate clearly, professionally, and proactively with the President, management team, staff, vendors, carriers, producers, and outside partners.
• Anticipate needs, identify open loops, and help keep priorities moving.
• Prepare agendas, materials, notes, and follow-up items accurately and on time.
• Manage calendars, scheduling conflicts, travel, events, and executive logistics.
• Create, edit, format, and organize correspondence, presentations, reports, and meeting materials.
• Adapt quickly when priorities change while maintaining professionalism and attention to detail.
• Represent Chris-Leef with a service-focused, solutions-oriented, team-first attitude.

PRIMARY JOB RESPONSIBILITIES

• Executive Workflow & Priority Management: Maintain the President's priority list, project list, to-do items, deadlines, delegated items, and open follow-ups. Help identify conflicts, missed deadlines, unclear ownership, and items that need direction or escalation.
• Calendar, Scheduling & Executive Logistics: Manage executive calendars, appointments, meeting invitations, scheduling conflicts, travel arrangements, expense reports, itineraries, and related logistics. Anticipate what is needed before meetings, trips, events, and deadlines.
• Meeting Preparation & Follow-Up: Coordinate and prepare for executive meetings, management meetings, EOM meetings, quarterly meetings, staff meetings, strategic planning sessions, underwriting meetings, and other company meetings. Draft agendas, gather input, prepare materials, take notes, document action items, and track follow-up when directed.
• Presentation & Communication Support: Prepare, edit, format, and improve correspondence, communications, presentations, meeting packets, reports, org charts, agendas, letters, and other documents. Ensure materials are clear, professional, consistent, and aligned with the President's direction and company voice.
• Strategic Planning & Project Coordination: Support annual, quarterly, and off-site planning sessions by coordinating timelines, logistics, agendas, staff packets, materials, notes, action items, and follow-up tracking. Help keep company priorities, rocks, goals, and key initiatives organized.
• Event, Convention & Travel Planning: Plan and coordinate company events, staff meetings, office meals, strategic planning events, carrier visits, conferences, conventions, hotels, meals, transportation, registrations, budgets, itineraries, and staff communication. Work ahead to reduce last-minute decisions and execution issues.
• Administrative, Licensing & Office Coordination: Organize and submit expense reports; retrieve and organize documents for contracts, audits, and projects; monitor and maintain current licenses for the organization and employees; organize continuing education classes; schedule and proctor tests when needed; maintain office and janitorial supplies; coordinate building maintenance and repairs; and support communication with off-site employees and other office locations.
• Internal & External Communication: Monitor, screen, organize, and respond to incoming communication when appropriate. Liaise with staff, carriers, producer customers, vendors, consultants, and outside partners while maintaining confidentiality and appropriate role boundaries.
• Technology, Documentation & Process Improvement: Use Microsoft 365, Teams, Outlook, Word, Excel, PowerPoint, OneNote, Loop, CoPilot, and other systems to improve organization and efficiency. Maintain documentation, templates, meeting records, project lists, and reference materials. Identify opportunities to streamline or improve executive and administrative processes.
• Management Team Support: Support members of the management team with scheduling, meeting preparation, documentation, presentations, events, and follow-up items when connected to company priorities or as directed by the President.
• Company Culture & Professional Standards: Maintain a positive attitude and professional appearance. Be service-focused, dependable, solutions-oriented, responsible, confidential, and committed to the good of the whole.
• Other Duties: Perform other duties as assigned by the President based on company needs, executive priorities, and changing business requirements.

MINIMUM QUALIFICATION OR EQUIVALENTS

• EDUCATION: High School Diploma required; associate's or bachelor's degree preferred.
• EXPERIENCE: 5+ years of administrative, executive assistant, office management, or comparable professional experience preferred.
• LICENSURE OR CERTIFICATION: N/A.
• SKILLS: Strong organization, written and verbal communication, confidentiality, follow-through, calendar management, meeting preparation, presentation support, technology aptitude, judgment, professionalism, and ability to manage multiple competing priorities.