Executive Assistant - Diversity & Inclusion

SUMMARY 

Responsible for providing confidential administrative support to executive level personnel.  Ensures effective and efficient operation of the executive's office and workflow with internal and external clients.  Manages clerical and other support staff as required. Responsible for advanced, multi-faceted and confidential duties that may be administrative in nature or project based. 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

•    Manages executive’s calendar, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings. 

•    Deals with complex queries and complaints on the phone, by email or in person, requiring a thorough knowledge of company operations, policies, procedures and personnel. 

•    Communicates and handles incoming and outgoing electronic communications on behalf of the executive. 

•    Prepares routine presentation materials for the executive; assists on more complex presentations. 

•    Reviews and summarizes miscellaneous reports and documents; prepares background documents and outgoing mail as necessary. 

•    Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. 

•    Arranges travel schedule and reservations for the executive as needed. 

•    Researches and analyzes routine administrative projects; prepares first draft reports on routine administrative matters. 

•    Responds independently to letters and general correspondence of a routine nature. 

•    Performs administrative tasks for the AIF, including the scheduling of all board meetings and activities, acting as a payer on electronic platforms for Foundation expenses, formatting and distributing board agendas, taking board meeting minutes, and drafting social media posts. 

•    Utilizes Hootesuite to manage the DE&I executives social media platforms, drafting and posting social media posts on their behalf to support with brand development. 

•    Manages all relevant stakeholder, donor, and client relationships utilizing Salesforce and other relationship management trackers/tools. 

•    Tracks and coordinates with all functions (P&C brokerage team, DE&I department, and Alliant Insurance Foundation) to ensure completion of all action items for the executives. 

•    Supports the buildout of the DE&I department’s client development services, helping manage client relationships, including taking notes during all meetings and keeping track of all deliverables, billing, and tracking requirements.

•    Perform all duties in accordance with all company policies and procedures, and all federal, state and local laws, wherein the Company operates. 

•    Performs other duties as assigned 

QUALIFICATIONS 

EDUCATION / EXPERIENCE 

Associate's Degree equivalent combination of education and experience preferred

Five (5) - seven (7) or more years of related experience 

Experience with Excel pivot tables for data analysis preferred

Experience with Salesforce or other CRM systems preferred

Passion for DE&I required

An understanding of client relationship management systems and foundation board governance is preferred. 

Experience working independently with minimum supervision and assisting with multiple projects simultaneously involving various groups and locations. 

A balance of work experience and education will be taken into consideration. 

SKILLS 

Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook) 

Proficient in Adobe/Nitro Pro 

Strong administrative and project management skills 

Strong verbal and written communication skills 

Good planning, organizational and prioritization skills 

Ability to manage internal and external relationships 

Ability to organize data and create pivot tables 

Ability to handle confidential company and employee information with complete discretion 

Ability to draft presentations with some guidance and respond to simple inquiries by management, team, vendors and/or donors 

Ability to work within a team and to foster teamwork 

Ability to respond to changing work priorities and handle numerous projects at the same time, and take initiative even under unfamiliar or ambiguous circumstances; and 

Demonstrated cross-cultural competencies, including emotional intelligence and ability to engage and build relationships 

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