Administrative Assistant, Executive Assistant

What part will you play? If you’re looking for a place where you can make a meaningful difference, you’ve found it. The work we do at Markel gives people the confidence to move forward and seize opportunities, and you’ll find your fit amongst our global community of optimists and problem-solvers. We’re always pushing each other to go further because we believe that when we realize our potential, we can help others reach theirs. 

Join us and play your part in something special!

The Administrative Assistant, Executive provides administrative support to the Markel administrative support to the Legal, Regulatory, and Compliance leadership team. Exercises sound judgment in a variety of situations. Able to work under pressure to handle a wide variety of activities and confidential matters with discretion. Comfortable working in fast-paced and demanding settings with the ability to maintain a realistic balance among multiple priorities. Possesses creative and flexible problem-solving skills, and the ability to work independently while maintaining initiatives of senior leadership.

Job Responsibilities

• Partner with assigned executive and/or members of the Legal, Regulatory, and Compliance leadership team, maintaining frequent contact with public and private agencies, and internal and external clients.
• Has responsibility for the smooth functioning of meetings and correspondences involving assigned executive and/or members of the Legal, Regulatory, and Compliance leadership team.
• Manages deliverables to assigned executive and/or members of the Legal, Regulatory, and Compliance leadership team,  and provide any necessary reporting.
• Creates and edits presentations, documents and reports for the Legal, Regulatory, and Compliance leadership team as required.
• Serves as first person visitors and callers speak to when contacting assigned executive; demonstrate poise and exceptional interpersonal skill.
• Coordinates travel arrangements for assigned executives and department, if applicable, including airline, hotel, car rental, driver reservations as requested with 100% accuracy staying within the company travel guidelines. Looks to reduce cost when able.
• Manages expense reporting process for assigned executive and Legal, Regulatory, and Compliance leadership team.  
• Manages and maintains executive’s Outlook Calendar to ensure meetings are booked accurately, rescheduled as needed and remind assigned executive of meeting times and meeting locations to maximize the use of assigned executive's time. Acts as gateway to the executive to make sure the only interruptions are necessary and time relevant. Provides assistance to help maximize the executive’s effectiveness and time.
• Plans, organizes and facilitates meetings, special events, activities, catering needs, etc. Ensures cost effective and proper allocation of resources, materials, and an effective support system to fulfill customer's needs.
• Handles requests for information, conducting research, preparing correspondence, agendas, handouts, expense reports, statistical reports, presentations, arranging conference calls, etc.
• Reviews and edits materials prepared by executive and, when appropriate, recommends/makes revisions or changes in format and content. Maintains confidentiality of any communication/information received into assigned executive office (i.e., electronic, paper, verbal, etc.).
• Stays current and knowledgeable of business operations in order to escalate inquiries to the appropriate representative for resolution. May collaborate with Workplace Resources to ensure department building issues/needs are reported immediately and resolved or partner with HR on issues such as staffing, associate changes, setting up interviews, etc.
• Other duties as assigned by executive and/or member of the Legal, Regulatory, and Compliance leadership team.

Education

• Bachelor’s degree preferred.

Work Experience/Skill Set

• 2+ years experience in an administrative assistant role (preferable with previous legal experience)
• Monday - Thursday in the office.
• Proficient in Microsoft Office Suite (Excel, Word, PPT, SharePoint)
• Excellent written, verbal and interpersonal communication skills with sensitivity to confidentiality.
• Strong time management skills with proven ability to manage multiple tasks and prioritize work to meet deadlines.
• Ability to gather and summarize information for reporting purposes.
• Build and maintain good business relationships with administrative staff and executives across the organizations.
• Ability to recognize and problem solve issues with limited/no supervision. Handles moderately complex issues and problems, and refers more complex issues to higher level staff. Possesses solid working knowledge of subject matter.

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US Work Authorization

• US Work Authorization required. Markel does not provide visa sponsorship for this position, now or in the future.