Executive Assistant Jobs

This role is open to Philadelphia, PA.

We’re adding to our diverse team of experts and are looking to hire those who are committed to building a culture that enables the creation of innovative solutions for our business units and clients.

The Insurance Operations:

Munich Re US has launched a new insurance operations described as Munich Re Specialty Insurance that will unite the strengths and expertise of Munich Re’s specialty commercial teams in North America under a new management structure. This will allow for the development of an overarching sales strategy through which the specialty risk appetite and product offerings can be profitably optimized and expanded.

As a member of Munich Re's US operations, we offer the financial strength and stability that comes with being part of the world's preeminent insurance and reinsurance brand. Our risk experts work together to assemble the right mix of products and services to help our clients stay competitive –from traditional reinsurance coverages, to niche and specialty reinsurance and insurance products.

The Opportunity:

Future focused and always one step ahead.

Munich Re Specialty Group North America (MRSI) is seeking enthusiastic and talented individuals to join us as we grow. We are seeking a full-time Executive Administrative Assistant to join our Philadelphia office; with some travel to our Princeton, NJ office, if support needed.

The responsibility of the Munich Re Specialty Insurance Executive Assistant is to provide high level administrative support and perform assignments for executive level management and their teams. The Executive Assistant will perform functions that are, at times, of a sensitive nature and require professional discretion and independent judgement. This position requires detailed knowledge of organization operations, organizational procedures and personnel. The Executive Assistant will be responsible for making independent decisions regarding planning, organizing, scheduling work assignments, and other administrative tasks and functions. In addition, tracking and maintaining expenses and invoice processing. May lead or oversee special projects as assigned.

This position will apply communication, project management, reporting, and planning skills while working in close collaboration with the staff, executive and administrative teams to achieve objectives of the business units. The job requires extensive cross-functional interaction and expertise with a range of roles to ensure that a variety of tasks are accomplished. The position offers a unique opportunity for personal and professional development.

• Assist in the preparation of and attend large internal and external meetings, coordinate staff and client meetings, and other meetings and/or conference calls ensuring all logistics and materials are complete
• Prepare spreadsheets, email communications, documentation, agendas, presentations and reports, as requested
• Provide executive administrative support to assigned MRSI executives as well as their teams, as needed
• Create an maintain updates for business unit organizational charts
• Attend team meetings on a weekly, monthly or quarterly basis, as appropriate, helping to capture meeting minutes and/or deliverables and action items, as requested
• Plan and orchestrate work to ensure the executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Collaborate with other business units across the company including Accounting, Facilities, IT, HR, Travel and Security departments of Munich Re of America
• Coordinate Domestic and International travel arrangements including travel material preparation
• Source, negotiate, and work with external vendors for to coordinate services, rental space agreements, merchandise and/or supply ordering, including assist with new vendor setup and processing invoices for payment, as required
• Schedule, arrange and oversee end-to-end logistics for large group/divisional meetings for both internal and external attendees
• Perform a wide variety of functions independently, exercising confidential discretion and sound judgment
• Coordinate complex scheduling and calendar management
• Organize and maintain files, correspondence, records and other documents
• Assist with oversight on critical staffing access workflows
• Prepare and/or edit communications on behalf of Executive or team, as requested
• Provide backup support office manager and to other department administrators as needed.
• Other administrative tasks and projects as assigned/needed.
• Distribution list creation and management
• Take on special projects from conception to completion
• Create, and submit monthly expense reports for executive using Concur

Qualifications :

• Experienced in Concur with expense processing and booking travel
• Ability to work independently and as a positive team player
• Strong ability to organize, adapt and perform multiple tasks in a fast-paced and growing environment.
• Document preparation skills/experience
• Maintains professionalism in any setting where there are clients, prospects, or colleagues as expected by all ambassadors of the organization.
• Ability to work with all levels of management
• Excellent prioritization and organizational skills
• Preferred 10+ years’ experience in administrative support capacity, to include support of C-Suite Executive level.
• Advance Level in Outlook Calendar management; scheduling
• High proficiency in Microsoft Power Point, Excel, Outlook, Office, Teams, and Project Management to create professional documents, reports and presentations.
• Excellent communication and interpersonal skill (both written and oral)
• Excellent time management skills with an ability to meet competing demands and deadlines.
• Experience with meeting prep, attendance and follow-up (create agenda, format presentation, capture action items)
• Attention to detail along with the ability to coordinate and work collaboratively with colleagues.
• Problem analysis and problem solving skills
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Information gathering and information monitoring skills

At Munich Re US, we see Diversity and Inclusion as a solution to the challenges and opportunities all around us. Our goal is to foster an inclusive culture and build a workforce that reflects the customers we serve and the communities in which we live and work. We strive to provide a workplace where all of our colleagues feel respected, valued and empowered to achieve their very best every day. We recruit and develop talent with a focus on providing our customers the most innovative products and services.

We are an equal opportunity employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.