Executive Assistant - Security First Insurance Company (Security First Managers)

Summary of Position: Provides high-level administrative support for the Security First Managers executive team, expense reporting, calendar oversight, and email management. The ideal candidate should be well-organized, comfortable scheduling meetings and responding to emails on behalf of executives, proficient in Microsoft Office, and possess excellent communication skills. They should also be able to draft documents and assist with meeting preparations.

Essential Job Functions:

• Calendar management for executives

• Serves as primary contact to the President, CEO, CFO, Chief Claims Officer, and other executives as needed. Reviews correspondence, arranges company dinners/corporate functions, schedules meetings

• Completes projects and special assignments; prioritizes and manages time; monitors progress; problem-solves and adjusts plans

• Supports the executive team to prepare presentations and business proposals

• Processes expense reports

• Personal assistance, as needed for persons they report to

• Serve as the primary point of contact for internal and external communications on behalf of the executives.

• Draft, proofread, and manage correspondence, reports, presentations, and other documents.
• Prepare and coordinate meeting materials – including agendas, presentations, and reports.
• Prepare agendas, take detailed meeting minutes, and follow up on action items.
• Attend meetings as necessary, take accurate minutes, and distribute action items to ensure timely follow up.

• Assist with project tracking, follow-up, and reporting to ensure timely execution of tasks.

• Organize and coordinate logistics for team meetings, conferences, and corporate events.

• Maintain a high level of discretion and confidentiality in all interactions and document management.

• Provide logistical and administrative support for org-wide and cross-functional meetings and events – including all-team meetings, team offsites, etc.

• Act as a liaison with the Board of Directors – including coordinating communication, scheduling meetings, preparing materials, and ensuring timely follow-up on action items.

• Coordinate travel arrangements – including flights, accommodations, and transportation.

• Ensure smooth travel including trouble-shooting flight cancellations and last-minute changes.

• Reconcile and process travel expenses in accordance with policies.

• Handle confidential information with discretion and maintain a high level of professionalism at all times.

• Follow up with stakeholders to ensure deadlines are met and action items are acted on.

• Perform any other miscellaneous administrative or personal tasks that may arise.

• Monitors and maintains office supplies, responding to requests for orders.

• Places catering orders as needed for company events and department functions.

Minimum Requirements:

• 1+ years of administrative assistant work experience

• High school diploma or equivalent
• Proficient in Microsoft Office suite (2+ years), including Word, Excel, PowerPoint, and Outlook
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills
• OR an equivalent combination of education, certification, training, and/or experience

Certifications and Licenses:

• May be required to possess a valid state of Florida driver’s license
• Notary Public required within three (3) months of employment