Executive Assistant IV
Tokio Marine North America Services (TMNAS) provides professional support services to Tokio Marine Group companies in the United States, including Tokio Marine America, First Insurance Company of Hawaii, and Philadelphia Insurance Companies. Our talented team delivers actuarial, audit, corporate communications, financial and investment, human capital services, information technology, legal, and payroll expertise to our customers. Customer service is our focus and our passion! TMNAS adds value in all that we do, providing the best professional service to our business partners, allowing them to achieve their goals.
Executive Assistant IV
Provide secretarial and administrative support and assistance to one or more senior executives.
Support executive(s) in preparation for all meetings, conferences etc.
Maintain and coordinate executive calendars, schedule meetings, and establish agendas.
Screen incoming calls, emails and correspondence for executive(s).
Arrange and coordinate business travel for executive(s).
Coordinate department or larger group meetings, and arrange use of conference rooms or outside facilities.
Conduct various analytical special projects, such as involving budgets and preparations for senior management and/or other high profile meetings.
Develop, revise and update complex Excel spreadsheets on a regular and routine basis.
Compose and/or prepare correspondence, reports, agreements, presentations and other confidential documents.
Manage budget and prepare expense reports.
Maintain and frequently update databases used by executive(s) in day to day activities.
Prepare and disseminate information between executives and staff.
Act as project manager for special projects pertaining to executive management team. Follow up on aspects of various projects to ensure timely completion in accordance with executive’s direction.
Review incoming mail, requests for action or information and route to the appropriate staff member for action.
Interface effectively with all levels of personnel, with an understanding of organizational structure and purpose.
Interface effectively with external contacts.
Regularly handle confidential and non-routine information.
Responsible for complying with proper internal controls as necessary to conduct job functions and/or carry out responsibilities and/or administrative activities at Company.
Perform special projects and other duties as may be assigned.
Associate’s degree or equivalent experience required.
Regular and reliable attendance.
5+ prior years of high level administrative experience supporting executive management.
Superior knowledge of Microsoft Office (including Microsoft Excel, Word, PowerPoint, and Access).
Strong understanding of confidentiality -- practices and policies governing disclosure of information about the organization and its employees.
Superior writing and communication skills.
Superior organizational and analytical skills.
Superior interpersonal relationship building skills: able to work with a variety of people and groups in a constructive and collaborative manner.
Emotional maturity to be able to responsibly work with confidential and sensitive employee information.
Superior attention to detail.
Ability to work independently.
Ability to work effectively as part of a team.
Tokio Marine Group of Companies (including, but not limited to the Philadelphia Insurance Companies, Tokio Marine America, Inc., TMNA Services, LLC, TM Claims Service, Inc. and First Insurance Company of Hawaii, Ltd.) is an Equal Opportunity Employer. In order to remain competitive we must attract, develop, motivate, and retain the most qualified employees regardless of age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status, sexual orientation and/or any other status protected by law.