Executive Assistant

Company:

Description:

We are seeking a talented individual to join Marsh is supporting two business leaders. This role will be based in San Francisco. This is a hybrid role that has a requirement of working at least three days a week in the office.

The Executive Assistant (EA) provides administrative support for core leaders and ensures that work runs smoothly. Key responsibilities include keeping them organized and providing day-to-day support in the form of travel arrangements, calendar management, expense tracking, event planning, document preparation and correspondence.  The EA will be a proactive problem-solver with exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced environment. As an EA, you will play a pivotal role in enhancing the efficiency and effectiveness of your leaders, enabling them to focus on strategic initiatives that drive our business forward.

We will count on you to:

• Deliver effective, proactive calendar management – organize, adjust and communicate short- and long-term schedule requirements

• Manage travel planning, including booking and providing agendas

• Anticipate needs and proactively address challenges to ensure seamless operations

• Process expense reports and vendor invoices

• Organize internal and external meetings including: conference rooms, invitations, video conferencing, catering, event space, and reservations

• Maintain email distribution lists and team organization charts for leaders

• Collaborate with other onshore and offshore AA/EA to ensure fluid and flawless execution of duties that require teaming with others 

• Liaise with other departments including HR, Finance, Legal, IT, C&W, Facilities

• Provide support as needed for industry specific events or client events as needed, including partnering with other internal colleagues and external clients

• Exercise discretion with internal information and client information. Remain compliant with internal policies when dealing with sensitive information by always maintaining confidentiality

• Provide remote support for offices within Zone geography that do not have onsite EAs, this includes liaising with C&W or near shore AAs to reserve conference space, provide catering options, identify IT support etc.

• Identify opportunities for process improvements and implement best practices to enhance operational efficiency, i.e., using AI to find efficiencies

• Manage and execute ad hoc reporting requests (i.e. headcount details, promotions, anniversaries) and any other business reporting requests

What you need to have:

• Excellent organizational and time management skills, track record of consistently meeting deadlines

• Advanced Microsoft Office skills: highly proficient in Excel and PowerPoint with a willingness to learn new software tools

• Team player, able to work well with multiple stakeholders and build rapport in a fast-paced environment

• High level of integrity, independent and committed with high level of initiative

• A sense of urgency and ability to proactively anticipate needs and provide solutions

What makes you stand out?  

• Multiple years of executive assistant experience, providing support to multiple leaders

• Bachelor’s degree or professional certifications

• Extensive experience collaborating within a highly matrixed organization