Executive Assistant
Executive Assistant
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Job Description
SUMMARY
The Executive Assistant is responsible for ensuring the ongoing productivity and effectiveness for executives of assigned areas of the organization and their teams. This includes administrative and project support. This role is an in-office position and works regular office hours with occasional evenings and weekends.
WHY Jewelers Mutual:
We are a financially secure exceptionally positioned and intellectually curious company driven by our core values of Agility Accountability and Relevancy! We continue to raise the tide of the jewelry industry weve served since 1913 through our innovative people our unyielding customer commitment and evolution of our products and services to be the most trusted advisor to all we serve.
With a generous benefits package office locations throughout the United States and a mantra of making your mark today consider evolving your career and shining bright with Jewelers Mutual Group!
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Demonstrate cross-functional collaboration to effectively support the executives and their teams productivity while maintaining the highest standard of confidentiality professionalism and discretion regarding all company and customer information
- Provide a high level of responsiveness to executive ad-hoc requests related to project management presentation development and business analysis
- Manage and coordinate multiple calendars and schedule requests to arrange productive in-person and virtual meetings and events
- Create agendas coordinate and prepare materials capture and distribute meeting minutes and follow-up tasks to ensure the completion of matters related to day-to-day operations as well as special projects
- Communicate effectively with key business partners to understand projects and drive next steps
- Develop correspondence spreadsheets reports presentations and surveys using advanced features in the Microsoft Suite software as well as other software and technology
- Create collect and maintain internal resources and documentation on collaboration sites including SharePoint and the Jewelers Mutual intranet
- Proofread and provide suggested edits to documentation prior to distribution to internal and/or external parties
- Arrange travel reservations technology and meeting logistics event planning and catering which includes the analysis of multiple options to meet the needs of the traveler/meeting attendees while maximizing cost savings for the company
- Code and submit expenses and invoices to the appropriate business area(s) and report budget variances regularly
- Work with the Vendor Management Office and Legal Department as needed to initiate non-disclosure agreements contracts and service level agreements with external parties and assist with renewals and vendor invoicing as requested
- Actively partner with Human Resources on employee-related matters including new hire onboarding and employee exits engagement opportunities recognition employee events and coordinate equipment and workspace needs with HR and IT
- Provide technology support in conjunction with the IT service desk as necessary
- Coordinate office needs with building and facilities management services
- Perform customer interactions including answering phones and greeting guests
- Manage mail services and the purchase and inventory management of all office supplies including food and beverages
- Collaborate with other Executive Assistants associates and external partners to efficiently support the efforts of the executive team as well as interactions with the Board of Directors
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LEADERSHIP RESPONSIBILITIES
None
QUALIFICATIONS
- Associates degree in a related field required Bachelors degree preferred
- Minimum of three years of experience supporting executives in a fast paced innovative atmosphere
- Experience working with high-performing teams in complex environments
- Proficiency in common software applications including MS Office Suite Outlook PowerPoint SharePoint and Visio.
- Interact with a positive attitude professionalism and discretion with the ability to create and maintain relationships with a wide range of stakeholders at all levels of the organization
- Skillful execution of administrative activities with high attention to detail strong organizational and time management skills and the ability to prioritize and follow-up
- Self-motivated takes initiative and able to multi-task and shift course with speed and decisiveness
- Sound judgment anticipates needs/issues and is a resourceful problem solver
- Outstanding written and verbal communication skills as well as interpersonal skills
- Demonstrated experience creating compelling engaging communications through a variety of mediums including written/email PowerPoint intranet and videos with adaptability to learn new tools
- Experience organizing large events both in person and virtual from conception to logistical implementation
- Passion for building a learning culture that encourages professional growth and career development
- Insurance legal regulatory and/or jewelry industry experience is desired but not required
CERTIFICATES LICENSES REGISTRATIONS
- Notary Public for the State of North Carolina (or the ability to be commissioned)
PHYSICAL REQUIREMENTS
- Prolonged periods sitting at a desk and working on a computer.
- Occasionally required to stand; walk; use hands to finger handle or touch objects or controls; and talk or hear.
What We Offer
- Great Place to Work Certified: Join a team recognized for an environment of innovation and growth.
- Collaborative & Inclusive Culture: Work alongside smart passionate peers who value ownership and continuous learning.
- Modern Work Environment: Enjoy a state-of-the-art office in Raleighs North Hills combined with a flexible hybrid work model that balances teamwork and flexibility.
- Competitive Compensation & Benefits: Comprehensive healthcare 6% 401k matching generous PTO (including floating holidays) and One Pass for fitness subscriptions.
- Community & Giving: Benefit from 50% charitable gift matching and paid volunteer time to support nonprofit causes.
Employment Type
Full-Time
