Title: Executive Assistant

Job ID: 8390

Location:

Princeton, NJ, US

Facility: Munich Re America

Description:

We’re adding to our diverse team of experts and are looking to hire those who are committed to building a culture that enables the creation of innovative solutions for our business units and clients. We will consider a range of experience for this role and the offer will be commensurate with that.

The Company

As a member of Munich Re's US operations, we offer the financial strength and stability that comes with being part of the world's preeminent insurance and reinsurance brand. Our risk experts work together to assemble the right mix of products and services to help our clients stay competitive – from traditional reinsurance coverages, to niche and specialty reinsurance and insurance products.

The Opportunity

Future focused and always one step ahead.

The Executive Assistant will perform functions that are, at times, of a sensitive nature and require professional discretion and independent judgement. This position requires detailed knowledge of organization operations, organizational procedures and personnel.

The Executive Assistant will be responsible for planning, organizing, schedule management, presentation coordination, and other administrative tasks and functions. In addition, tracking and maintaining expenses, travel arrangements, meeting management, and invoice processing. Will lead or oversee special projects as assigned.

This position will apply communication, project management, reporting, and planning skills while working in close collaboration with the staff, executive and administrative teams to achieve objectives of the business units. The job requires extensive cross-functional interaction and expertise with a range of roles to ensure that a variety of tasks are accomplished. The position offers a unique opportunity for personal and professional development.

Responsibilities

Provide executive administrative support to MR NA Chief Claims Officer, as well as their leadership teams, as needed
Perform a wide variety of functions independently, exercising confidential discretion and sound judgment
Plan and orchestrate work to ensure the executives’ priorities are met, organizational goals are achieved, and best practices are upheld
Participate in department and leadership team meetings capturing minutes/takeaways as needed
Coordinate complex scheduling and calendar management
Schedule, arrange and oversee end-to-end logistics for large group/divisional meetings for both internal and external attendees
Prepare and/or edit communications on behalf of Executive or team, as requested
Assist in the preparation of and attend internal and external meetings, seminars and training events ensuring all logistics and materials are complete
Source, negotiate, and work with external vendors for to coordinate services, rental space agreements, merchandise and/or supply ordering, including assist with new vendor setup and processing invoices for payment, as required
Coordinate Domestic and International travel arrangements including travel material preparation
Create, and submit monthly expense reports for executive and other leaders using Concur
Prepare spreadsheets, email communications, documentation, agendas, presentations and reports, as requested
Assist with data management such as excel spreadsheets, SharePoint sites
Assist with review and organization of third-party surveys and data management as needed
Organize and maintain electronic files, correspondence, records and other documents as needed
Create and maintain updates for business unit organizational charts
Distribution lists creation and management
Assist with oversight on critical staffing access workflows
Take on special projects from conception to completion
Provide backup support to other department administrators as needed
Collaborate with other business units across the company including Accounting, Facilities, IT, HR, Travel and Security departments of Munich Re of America
Responsible for workstation assignments and common area usage
Update One View and Client Mapping Applications with Claims client activity

Qualifications

5+ years of administrative experience in roles interfacing with senior level executives, customers, and vendors preferred; High School Diploma or GED preferred

Proficient in Microsoft Word, Microsoft Access and Microsoft PowerPoint

Excellent interpersonal, organizational and communication skills.
Deals frequently with highly sensitive information; must maintain confidentiality at all times.
Ability to develop and maintain professional relationships with internal and external clients.
Clear understanding of management reporting and processes.

At Munich Re, we see Diversity, Equity and Inclusion as a solution to the challenges and opportunities all around us. Our goal is to foster an inclusive culture and build a workforce that reflects the customers we serve and the communities in which we live and work. We strive to provide a workplace where all of our colleagues feel respected, valued and empowered to achieve their very best every day. We recruit and develop talent with a focus on providing our customers the most innovative products and services.

We are an equal opportunity employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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