Administrative & Executive AssistanceExecutive Support
About the job
Requirements
A minimum of 5 years of Executive Assistant experience supporting C-level executives.
Demonstrated experience managing complex calendars, competing priorities, and confidential information.
Experience coordinating domestic and international travel.
Strong proficiency with Microsoft 365 and Google Workspace.
Strong project management, organizational, and follow-through skills.
Excellent written and verbal communication skills.
Proven ability to anticipate needs, exercise sound judgment, and solve problems independently.
Experience working cross-functionally and building trusted relationships at all organizational levels.
Ability to remain composed, flexible, and effective in a fast-paced, changing environment.
High level of professionalism, discretion, and accountability.
Ability to sit and work quietly for extended periods, operate a computer, and answer and communicate on a telephone.
Responsibilities
Manage complex and frequently changing calendars, including prioritizing requests, resolving conflicts, and ensuring appropriate preparation and follow-up.
Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and contingency planning.
Manage meeting logistics, agendas, materials, and action items to ensure participants are prepared and commitments are completed.
Anticipate upcoming needs, deadlines, risks, and competing priorities, recommending solutions and next steps.
Translate goals and priorities into actionable plans with clear milestones, ownership, and review cadences.
Track open items and key initiatives, coordinate stakeholders, and provide visibility into progress, risks, and decisions needed.
Partner cross-functionally to gather information, align priorities, and move work forward efficiently.
Draft, review, and organize correspondence, presentations, reports, and other executive-level materials.
Exercise sound judgment when handling confidential, sensitive, or time-critical information.
Build strong working relationships across all levels of the organization and serve as a trusted point of contact.
Identify opportunities to improve processes, communication, and operational effectiveness within the executive office.
Provide guidance and leadership through strong communication, accountability, and consistent follow-through.
About Falvey Insurance Group
A Culture of Collaboration
Falvey’s culture is grounded in collaboration and connection. We intentionally bring perspectives together, knowing that strong teamwork leads to better outcomes and shared success.
As we’ve grown to more than 200 employees, we’ve remained intentional about preserving close collaboration across teams and recognizing the individuals who make our work possible. Through meaningful employee recognition, career development planning, and opportunities to connect, we invest in strong relationships that support our people and help them thrive.
About the Role
Falvey Insurance Group is one of the largest Marine Insurance MGAs in the country, built on a foundation of technology, operational excellence, and strong executive partnership.
We are seeking a polished, proactive, and highly accountable Senior Executive Assistant to provide strategic and operational support within a fast-paced executive office. This role requires exceptional judgment, strong business acumen, and the ability to anticipate needs, manage competing priorities, and keep critical initiatives moving forward.
The Senior Executive Assistant will serve as a trusted partner who understands the broader business context behind priorities and decisions. In addition to managing complex day-to-day responsibilities, this person will translate goals into actionable plans, coordinate across teams, anticipate risks, and ensure consistent follow-through.
Key Responsibilities
Manage complex and frequently changing calendars, including prioritizing requests, resolving conflicts, and ensuring appropriate preparation and follow-up.
Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and contingency planning.
Manage meeting logistics, agendas, materials, and action items to ensure participants are prepared and commitments are completed.
Anticipate upcoming needs, deadlines, risks, and competing priorities, recommending solutions and next steps.
Translate goals and priorities into actionable plans with clear milestones, ownership, and review cadences.
Track open items and key initiatives, coordinate stakeholders, and provide visibility into progress, risks, and decisions needed.
Partner cross-functionally to gather information, align priorities, and move work forward efficiently.
Draft, review, and organize correspondence, presentations, reports, and other executive-level materials.
Exercise sound judgment when handling confidential, sensitive, or time-critical information.
Build strong working relationships across all levels of the organization and serve as a trusted point of contact.
Identify opportunities to improve processes, communication, and operational effectiveness within the executive office.
Provide guidance and leadership through strong communication, accountability, and consistent follow-through.
Ideal Candidate Profile
The ideal candidate is polished, proactive, detail-oriented, and highly accountable. They have significant experience supporting C-level executives and understand the judgment, discretion, and ownership required in a high-performing executive office.
They look ahead, connect dots, manage open items, and make sure priorities continue moving forward. They understand that strong executive support means anticipating what is needed, communicating clearly, and keeping the executive prepared.
This person brings strong business curiosity and takes the time to understand organizational goals, priorities, and operations. They are confident navigating competing demands, recommending next steps, and respectfully raising concerns when priorities, timing, or expectations need clarification.
They thrive in a fast-paced environment, handle confidential information with discretion, and take pride in being trusted to manage important details and initiatives independently.
Qualifications
Minimum of 5 years of Executive Assistant experience supporting C-level executives.
Demonstrated experience managing complex calendars, competing priorities, and confidential information.
Experience coordinating domestic and international travel.
Strong proficiency with Microsoft 365 and Google Workspace.
Strong project management, organizational, and follow-through skills.
Excellent written and verbal communication skills.
Proven ability to anticipate needs, exercise sound judgment, and solve problems independently.
Experience working cross-functionally and building trusted relationships at all organizational levels.
Ability to remain composed, flexible, and effective in a fast-paced, changing environment.
High level of professionalism, discretion, and accountability.
Physical Requirements
Must be able to sit and work quietly for extended periods of time, operate a computer, and answer and communicate on a telephone.
Supervisory Responsibilities
None
Working Conditions
Business-casual fast paced multi-tasking office environment.
Hours of Operations
This position supports our marketing efforts internationally. This position's work hours are Monday through Friday 9am - 5pm, in a hybrid work environment. Our hybrid environment is 3 days within our business-casual office environment. Of these 3 days in the office, Wednesday and Thursday are required, and employees may work from home the other 2 days. Our employees choose their schedule. This position requires occasional flexibility for working additional hours to accomplish project objectives.