Executive Assistant Jobs

MarshBerry is currently seeking an Executive Assistant for our Dana Point, California office. The Executive Assistant will provide professional support and value-added services to MarshBerry executives and team members.  Responsibilities include managing and maintaining calendars, scheduling and coordinating client meetings, communicating with clients to determine needs and suggesting solutions, facilitating travel, meetings and off-site events, preparing client ready reports and presentations. The Executive Assistant provides office management, facilities support and general administrative support as needed. 
Salary Target for CA:  $75,000-85,000

Responsibilities:

• Provides office and facilities support including, correspondence with building management, ordering supplies, stocking common areas, greeting office visitors, submitting IT requests, and other office management responsibilities as needed.
• Performs complex and confidential administrative functions including developing, compiling and preparing various client ready reports, memos and letters. As well as format reports and presentations resulting in error free documents.
• Manages and maintains schedules; research, plan and make travel arrangements. Coordinates travel for executives and clients as needed. Complete expense reports.
• Reads and analyzes incoming communications, submissions, and reports to determine their significance and plans their distribution. Evaluates correspondence and responds to incoming confidential matters for executives and team members.
• Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures or expenditures.
• Prepares responses to client and internal correspondence; review, prioritize and respond to email.
• Maintains client information and records. Keeps client relationship management system (CRM) up to date with important client information. Manages billing and commission tracking for projects in CRM.
• Additional responsibilities and projects as assigned.
• Coordinates internal and external meetings; prepare agenda, communicate details, and attend meetings as required to record and distribute minutes.
• Provides back up support to administrative support team as needed and assists with completion of AdminDesk tickets.
• Provides high-level administrative support to company executives and team members. Maintains smooth operations during their frequent travels and assures uninterrupted communication between staff and clients.

Education & Experience:

• Certification or advanced administrative training preferred.
• High School diploma required, college degree helpful (A.A, + degree or equivalent).

• Proficient with technology; Microsoft Word, Excel, Power Point and Access or similar database. Advanced knowledge of Microsoft Office especially Excel and Power Point is strongly preferred. Experience with Client Relationship Management (CRM) systems.
• Minimum of 7-10 years of executive office administration. Office management experience preferred. Experience in financial services, insurance and/or consulting is a plus.

Other:

• Team oriented: Positive and professional, able to show consideration for and maintain good working relations with co-workers remains opens to others’ ideas and exhibits willingness to try new things
• Accountability: Ability to accept responsibility and be accountable for actions and conduct
• Strong communication skills; both written and verbal with demonstrated creativity with regard to work. Excellent spelling, grammar as well as good phone skills
• Self-motivated: Self-starter with ability to prioritize make appropriate decisions.
• Ability to multi task; able to complete projects and responsibilities with extreme attention to detail according to required timelines and deadlines, along with capacity to work under pressure to create accurate results, demonstrating accuracy and thoroughness and monitors work to ensure quality
• Confidentiality: maintains confidentiality of proprietary information as well as internal and external communication
• Exceptional organizational skills; using systematic methods to perform work and creativity to recommend or create new work methods or procedures
• Ability to lift up to 25 pounds.

Working at MarshBerry

Who We Are:

MarshBerry practices The Collaborative Way which encourages employees to adhere to these five principles: listening generously, speaking straight, being for each other, acknowledgement & appreciation, and honoring commitments. We are committed to fostering an environment of Diversity, Equity, and Inclusion. We strive to educate our current and potential employees in these areas, while continuing to promote a welcoming and inclusive environment for all.

What We Do:

MarshBerry provides consulting services in the financial services industry primarily to independent insurance agents, brokers and carriers. Our services include but are not limited to financial, operational, sales management, merger and acquisition advisory, peer-to-peer exchange and information services. We are recognized in the insurance industry for providing innovative and customized solutions to our clients. At MarshBerry, our mission is to help our clients learn, improve and realize their value. Our clients credit us for providing the vision, tools, and discipline to help them reach their strategic goals.