UPC Insurance

  • Executive Assistant 2019

    Job Locations US-FL-St. Petersburg
  • Overview

    Overview:

    The Executive Assistant is responsible for assisting the executive team with administrative tasks to ensure a professional, responsive and efficient work experience.  The Executive Assistant serves as the primary liaison for coordination and management of the Board of Director’s needs.

     

    Organizational Relationships: 

    The Executive Assistant reports directly to the CEO and performs multiple support functions for the other members of the executive/leadership team.  The Executive Assistant works with multiple UPC teams to assist with day-to-day operations.

    Responsibilities

    Essential Duties/Responsibilities:

    • Coordinate complex domestic and international travel for multiple executives
    • Maintain company organizational chart, coordinating and reconciling multiple departments monthly, or as needed
    • Complete and submit accurate expense reports in a timely manner
    • Review and approve expense reports for executive team’s direct reports
    • Provide calendar management for multiple executives, prioritizing inquiries and requests while troubleshooting conflicts
    • Serve as liaison and main point of contact for coordination of board and shareholder meetings.
    • Prepare the company’s Strategic Planning books
    • Maintain confidentiality and use a high degree of discretion
    • Handle all calls and visitors with professionalism
    • Support and enhance the UPC culture by maintaining a positive demeanor each day
    • Additional administrative tasks, as assigned

    Supervisory Responsibilities: None

    Qualifications

    Environmental Demands:

    The Executive Assistant will be required to occasionally run offsite errands, so a valid driver’s license and reliable transportation are required. This is an in-office position.  

     

    Physical Requirements:

    Professional appearance, excellent hearing and speaking skills are required as face-to-face and telephone contact with the company’s customers, employees and board members is frequent and extensive. 

     

    Competencies:

    To perform the job successfully, an individual should demonstrate the following behaviors:

    • Self-Management: (Adaptability/Flexibility, Stress Tolerance, Autonomy); adapts readily to changes in routine; works effectively in stressful situations; requires limited guidance and direction; is comfortable working in a fast-paced environment; is reliable and dependable; is results-oriented; maintains productivity and composure under pressure; views problems as opportunities to create solutions.
    • Administrative Skills: Possesses ability to organize and follow-through on multiple tasks, recognizes and attends to important details with accuracy and efficiency, effectively prioritizes. Works to complete goals, tasks and plans, anticipates potential problems and analyzes alternative solutions.
    • Motivation/Initiative: Motivated and curious, willing to ask questions, research issues and take on challenging projects/assignments; creative, brings new ideas to the table, exhibits self-confidence.  Has strong achievement motivation and tenacity. 
    • Thinking Skills: Diagnoses problems efficiently; gathers sufficient input before making decision or plans; quickly determines sources of problem, identifies information needed to solve problem and analyzes alternative solutions, communicates issues and decisions effectively to team. 
    • Interpersonal Style: (Interpersonal Skills, Communication, Teamwork); develops/maintains effective working relationships; listens attentively to others; communicates ideas clearly (written & verbal); relates to people in an open/sincere manner; participates effectively in meetings; assists in finding solutions as well as identifying problems; communicates appropriately with supervisor, managed staff and co-workers. Able to manage other individuals and maintain calm and reliable demeanor in the face of challenges.
    • Customer Orientation: Sensitive & responsive to internal and external customer needs; demonstrates skills in customer services and satisfaction; maintains a positive attitude, willing to listen to customer problems and seeks solutions; stays in tune with changing needs of customers.

    Equipment Used:  

    Computers, calculators, telephones, binding machine, various smart technology.

     

    Qualifications:

    Associate degree with 5 or more years of experience supporting multiple executives and board members or Bachelor’s degree in a business-related field with 3 or more years of experience supporting multiple executives and board members.

     

    Certificates/Licensure:  N/A

     

    This description is an outline of the major recurring responsibilities of the job. It is not intended to be all-inclusive of the work performed.  The incumbent will typically perform other projects and special assignments.

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