Executive Assistant at Bryte Insurance Company Limited

Duties and Responsibilities

• Work directly with the Executive to support all aspects of his daily work routine.
• Maintain the Executive’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the Executive, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with heads of departments as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs managed by the division
• Serve as a primary point of contact between the office of the Executive and governance groups, including helping to coordinate the work of the different councils and providing administrative support for governance meetings.
• Assist the executive in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Executive advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, mail/overnight packages, copying, filing, and email/messages.
• Compose and prepare letters relating to routine correspondence for the Executive’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Qualifications & Experience

• Grade 12 and minimum of 2 Year secretarial experience as well as administrative underwriting
• Secretarial Certificate/ Diploma
• 15 years’ experience
• 8 - 10 years’ prior experience in supporting a senior Executive
• Experience in Financial Services Industry

Required Skills

• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills
• A detail-oriented self-starter with prior experience in the financial services industry 
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Comfortable interacting with high-level Executives
• Resourceful, can-do attitude
• Ability to multitask and thrive in a fast-paced environment
• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Energetic and eager to tackle new projects and ideas