Executive Assistant

Overview

As a global market leader, iPipeline combines technology, innovation, and expertise to deliver ground-breaking, award-winning software solutions that transform the life insurance, financial services, and protection industries. With one of the industry’s largest data sets, we help advisors/advisers and agents to transform paper and manual operations into a secure, seamless digital experience – from proposal to commission– so they can help better secure the financial futures of their clients.

At iPipeline, you’ll play a major role in helping us to provide best-in-class, transformative solutions. We’re passionate, creative, and innovative, and together as a team, we continually strive to advance, accelerate, and expand the reach of our technology. We value different perspectives and are committed to creating an environment that embraces diverse backgrounds and fosters inclusion.

We’re proud that we’ve been recognized  as a repeat winner of various industry  awards, demonstrating our excellence and highlighting us as a top workplace in both the US and the UK. We believe that the culture we’ve built for our nearly 900 employees around the word is exceptional -- and we’ve created a place where our employees love to come to work, every single day.

Come join our team!

About iPipeline

Founded in 1995, iPipeline operates as  a business unit of Roper Technologies (Nasdaq:  ROP), a constituent of the Nasdaq 100, S&P 500®, and Fortune 1000® indices. iPipeline is a leading global provider of comprehensive and integrated digital solutions for the life insurance and financial services industries in North America, and life insurance and pensions industries in the UK. We couple one of the most expansive digital and automated platforms with one of the industry’s largest data libraries to accelerate, automate, and simplify various applications, processes, and workflows – from quote to commission – with seamless integration. Our vision is to help everyone achieve lasting financial security by delivering innovative solutions that connect, simplify, and transform the industry.  

iPipeline is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to gender, race, color, religious creed, national origin, age, sexual orientation, gender identity, physical or mental disability, and/or protected veteran status. We are committed to building a supportive and inclusive environment for all employees.

This is an office-based position.

Responsibilities

The Executive Assistant is a seasoned professional who operates as a strategic partner to senior leadership, independently owning a broad and complex scope of executive support and office operations responsibilities with minimal oversight. On-site four days per week, this professional leads event planning and execution, manages vendor and facilities relationships, produces executive-level communications and presentations, and designs the systems and processes that keep the executive function running at its best. Recognized for exceptional judgment, advanced organizational skills, and a polished professional presence, the EA sets the quality standard for the function and informally guides less-experienced colleagues.

Job Responsibilities:

Calendar & Schedule Management:Independently manage complex, multi-time zone calendars for multiple senior executives or an executive leadership team; serve as a strategic scheduling partner, autonomously anticipating needs, optimizing time allocation across competing priorities, and resolving conflicts with wide latitude for independent judgment and minimal oversight.

Travel Coordination & Expense Management:Independently manage complex domestic and international travel programs for multiple executives; develop comprehensive, multi-destination itineraries, navigate visa and regulatory requirements, and ensure expense reporting accuracy and full policy compliance across all accounts with minimal guidance.

Communications & Correspondence:Function as a strategic communications partner to senior executives, independently managing all executive correspondence and serving as a trusted representative voice on behalf of leadership; develop communication frameworks and standards that ensure consistent, high-quality messaging across all internal and external stakeholder channels.

Meeting & Event Coordination:Independently plan and execute internal executive and/or leadership meetings and company or holiday events of increasing scale and complexity, including managing vendor coordination, ordering supplies, overseeing catering arrangements, and executing event setup and teardown; ensure all logistics are delivered to a high standard, capture meeting minutes and drive post-event follow-through on action items and outstanding deliverables.

Document & Presentation Preparation:Independently craft and produce sophisticated executive-level presentations and communications that translate complex information into compelling, polished narratives; serve as an internal resource and quality reviewer for all executive-facing documents, deliverables, and written communications.

Design and manage a comprehensive suite of executive reporting tools, dashboards, and tracking systems that provide leadership with actionable, real-time insights; proactively analyze trends, surface key findings, and recommend adjustments to inform executive decision-making.

Research & Information Synthesis:Independently conduct multi-source research and analysis on complex topics; synthesize findings into executive-ready briefings, proposals, and recommendations that inform high-stakes decisions with limited guidance or direction.

Confidential Records & Information Management:Independently manage and continuously improve records and documentation systems for the executive function; ensure comprehensive compliance with data governance standards and serve as an internal resource on information management best practices for the executive team.

Cross-Functional Coordination:Lead cross-functional project coordination on behalf of the executive, serving as the primary point of contact for initiative stakeholders; independently manage complex timelines, resource dependencies, and deliverables, proactively identifying and resolving issues with limited escalation.

Office & Administrative Operations:Independently manage office operations for the office location, including overseeing supply inventory and procurement, maintaining main kitchen cleanliness and stocking standards, and managing ongoing vendor relationships such as janitorial and pest control; proactively coordinate with internal or external facilities management to address office systems maintenance needs, track open issues, and drive timely resolution with minimal oversight.

Work Presence & Availability:This role requires a consistent on-site presence of four days per week; in-person availability is essential to effectively support executive operations, manage day-to-day office needs, and respond to the real-time demands of the leadership team.

Qualifications

• Expert-level proficiency across the Microsoft 365 suite, including Outlook, Word, Excel, PowerPoint, and Teams with demonstrated ability to leverage advanced features to produce complex, high-quality deliverables and optimize executive workflows with minimal guidance.
• Advanced executive calendar management skills; demonstrated ability to independently manage multiple high-complexity, multi-time zone executive calendars, serving as the strategic scheduling authority and making autonomous decisions that optimize executive time against organizational priorities.
• Proficient in a broad range of virtual meeting and collaboration platforms; independently configures, troubleshoots, and optimizes virtual environments for complex, high-visibility executive sessions across hybrid and remote settings.
• Demonstrated expertise in managing and continuously improving digital filing systems, document repositories, and version control protocols, including SharePoint , ensuring compliance with data governance standards and serving as a subject matter resource for the executive team on recordkeeping best practices.
• Proficient in corporate travel booking and expense management platforms; independently manages complex, multi-destination domestic and international travel programs and ensures accurate, timely expense reconciliation in full compliance with organizational financial policies.
• Proficient in project management and workflow platforms (e.g., Asana, Monday.com, or similar); independently configures and manages project workspaces, tracks multi-stream deliverables, and proactively identifies and addresses risks or delays using data from these tools.
• Demonstrated track record of supporting multiple senior executives or an executive leadership team in a fast-paced, technology-driven or professional services environment; recognized as a skilled, reliable, and highly capable executive support professional.
• Consistently demonstrates a high standard of discretion and sound judgment when handling complex, sensitive, and confidential executive information across a broad range of internal and external stakeholder relationships.
• Consistently handles moderately complex and ambiguous work assignments with significant autonomy; proactively identifies root causes, anticipates downstream implications, and develops well-reasoned solutions with minimal guidance.
• Working proficiency with AI-powered productivity tools and automation platforms; independently identifies opportunities to leverage technology to streamline executive support workflows and improve operational efficiency.
• Advanced written and verbal communication skills with a demonstrated ability to independently craft executive-level communications, presentations, and correspondence across a wide range of audiences and contexts; projects a polished executive presence that consistently reflects the standards and voice of senior leadership.
• Advanced organizational and planning skills with a demonstrated ability to independently manage complex, multi-stream workloads across multiple executives and initiatives; develops and sustains effective systems to track priorities, anticipate deadlines, and ensure all responsibilities are met without prompting.
• Exemplary attention to detail with a proven track record of producing high-quality, accurate work products across a complex and varied scope of responsibilities; maintains exacting standards under tight deadlines and serves as an informal quality benchmark for the executive support function.

Benefits

We offer a competitive compensation and benefits package, opportunities for career growth, an employee stock purchase plan, 401(k), generous time off and flexible work/life balance, company-matched retirement packages, an employee wellness program, and an awards and recognition program – all in a creative, fast-growing, and innovative company.