Description

Marketing Statement:

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. Customer service is our focus and our passion! Tokio Marine North America Services adds value in all that we do, providing the best professional service to our business partners, allowing them to achieve their goals. Our talented team delivers actuarial, audit, corporate communications, financial and investment, human capital services, information technology, legal, and payroll expertise to our customers.

Job Summary.

The IT Executive Assistant role will provide daily support to the Executive Vice President and Chief Information Officer at TMNAS, as well as supplemental support to certain of his direct reports. This role is visible both internally and with our external partners, so professionalism, attention to detail and the ability to balance competing priorities are all keys. 

Job Responsibilities

• Serves as a liaison and is considered a critical communication link between the CIO, direct reports, peers, business persons and external partners
• Manages multiple calendars; knows the CIO’s current priorities and anticipates future activities and priorities. Ensures the CIO is prepared for meetings and activities
• Schedules, coordinates and attends team meetings, as assigned; participates accordingly.  Prepares agendas, presentations and background documents for meetings
• Plans and coordinates projects, and team events and activities (e.g., presentations, meetings, special events).   Occasionally coordinates large meetings and events
• Understands inter-related department activities, how the CIO’s area of responsibility fits into the overall department
• Informs the CIO and cross-functional partners when challenges or problems need their awareness or attention.  Navigates simple roadblocks without assistance
• Composes, types and proofs a wide variety of communication materials (e.g., correspondence, reports, presentations), often confidential in nature, for internal and external communications.  Frequently gathers and consolidates information from a variety of resources, and creates rough drafts and final formats.  Occasionally utilizes the CIO to determine those items that require priority attention
• Maintains extensive contact list on an on-going basis
• Creates expense reports, and assists in processing training, purchasing, time-off and other departmental reports and processes, as trained and assigned
• Screens incoming calls, certain emails, and requests on behalf of CIO; evaluates importance based on criteria provided, organizes and, in limited cases, may respond and/or delegates to other people in the organization when required
• Schedules and makes domestic and international travel arrangements for the CIO and direct reports, as assigned, including occasional but very critical and complex travel to India, Japan, Central America and Europe

 Education/Degree

• High school degree or equivalent required
• Associates or Bachelors degree preferred

Required Qualifications:

• 5 or more years of general administrative experience including at least 3 years of experience supporting an executive at a VP level or above in a medium or large-sized company
• MS Outlook/Exchange calendar management experience
• MS Word and MS Powerpoint experience
• Expense management experience (SAP Concur experience preferred)
• Travel management experience

Preferred Qualifications:

• 1 or more years of experience compiling, analyzing and presenting data and information via written reports or presentations

Skills

• Strong writing and communication skills
• Excellent verbal communication and phone skills
• Strong organizing skills 
• Strong customer service orientation and approach to work environment
• Strong interpersonal relationship building skills:  able to work with a variety of people and groups in a constructive and collaborative manner

Abilities

• Friendly, welcoming, and professional demeanor suited to hosting visitors
• Emotional maturity to be able to responsibly work with confidential and sensitive information
• Superior attention to detail
• Ability to work and lead effectively as part of a team

EEO Statement:

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.