Executive Assistant III - Hybrid

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Job Title

Executive Assistant III - Hybrid

Requisition Number

R7038 Executive Assistant III - Hybrid (Open)

Location

Walnut Creek, California

Additional Locations

Job Information

CSAA Insurance Group (CSAA IG), a AAA insurer, is one of the top personal lines property and casualty insurance groups in the U.S. Our employees proudly live our core beliefs and fulfill our enduring purpose to help members prevent, prepare for and recover from life's uncertainties, and we're proud of the culture we create together. As we commit to progress over perfection, we recognize that every day is an opportunity to be innovative and adaptable. At CSAA IG, we hire good people for a brighter tomorrow. We are actively hiring for an Executive Assistant III! Join us and support CSAA IG in achieving our goals.

Your Role:

The Executive Assistant will offer top-tier administrative support to our Chief Human Resources Officer (CHRO) and the HR leadership team. This role requires a high level of professionalism, discretion, and the ability to handle complex and sensitive information. The ideal candidate will be proactive, able to anticipate needs, and ensure a seamless experience for both internal and external stakeholders. As a crucial member of the CHRO’s team, the Executive Assistant will play a vital role in maintaining smooth and efficient operations at the highest levels of the organization. This is a Hybrid position based in Walnut Creek, CA, with an expectation of working on-site an average of 1-2 days per week or as needed for the role.

Your Work:

• Manage executive’s calendars, including scheduling meetings, appointments, and travel arrangements.

• Prepare and coordinate executive-level correspondence, reports, and presentations.

• Handle all incoming and outgoing communications.

• Coordinate and facilitate executive meetings, including preparing agendas, taking minutes, and following up on action items.

• Anticipate the senior executive’s needs and proactively organize, prioritize, and manage their time and projects to ensure all deadlines are met.

• Assist in the planning and execution of special projects and initiatives as directed by the executive and her leadership team.

• Manage and prioritize multiple tasks and projects with competing deadlines.

• Ensure timely and accurate completion of all assigned tasks.

• Maintain the highest level of confidentiality and professionalism in handling sensitive and confidential information.

• Organize onsite events, meetings or conferences by arranging facilities including site and room management and catering.

• Collaborate with other administrative staff and departments to ensure seamless operations.

• Handle expense reports, invoices, and other financial documentation.

• Assist with the preparation and distribution of board materials and other critical documents.

• Travel as needed for role, including divisional / team meetings and other in-person meetings.

• Serve as back up for other EA’s as required, including managing calendar, coordinating travel arrangements, and meeting/event planning.

Required Experience, Education and Skills:

• 5+ years of experience supporting senior level executives.

• BA/BS degree or equivalent combination of education and experience.

• Advanced computer skills with the ability to train others in system usage.

• Advanced skills in Microsoft Word, Excel and PowerPoint system applications.

• Highly proficient written and verbal communication skills.

• Ability to travel as needed for the role.

• Ability to learn and adapt to the executive teams work styles.

• Strong skills in developing effective relationships, communication skills, managing expectations in a fast-paced organization.

• Ability to handle and maintain the highest level of confidentiality with sensitive information.

• Possess strong interpersonal, organizational and communication skills, with the ability to partner with managers at all levels.

• Ability to act independently and demonstrate effective conflict resolution skills in developing recommendations and solutions to solve complex issues to anticipate senior executive needs.

• Possess technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and resources.

What would make us excited about you?

• Previous experience supporting an HR team a plus.

• Ability to actively shape our company culture (e.g., participating in employee resource groups, volunteering, etc.).

• Live into CSAA’s cultural norms (e.g., willing to have cameras when it matters: helping onboard new team members, building relationships, etc.).

• Willingness to fulfill business needs, which may include investing extra time, helping other teams, etc.

CSAA IG Careers

At CSAA IG, we’re proudly devoted to protecting our customers, our employees, our communities, and the world at large. We are on a climate journey to continue to do better for our people, our business, and our planet. Taking bold action and leading by example. We are citizens for a changing world, and we continually change to meet it.

Join us if you…

• BELIEVE in a mission focused on building a community of service, rooted in inclusion and belonging.

• COMMIT to being there for our customers and employees.

• CREATE a sense of purpose that serves the greater good through innovation. 

Recognition: We offer a total compensation package, performance bonus, 401(k) with a company match, and so much more!  Read more about what we offer and what it is like to be a part of our dynamic team at https://careers.csaa-insurance.aaa.com/us/en/benefits

In most cases, you will have the opportunity to choose your preferred working location from the following options when you join CSAA IG: remote, hybrid, or in-person. Submit your application to be considered. We communicate via email, so check your inbox and/or your spam folder to ensure you don’t miss important updates from us.

If a reasonable accommodation is needed to participate in the job application or interview process, please contact [email protected].

As part of our values, we are committed to supporting inclusion and diversity at CSAA IG. We actively celebrate colleagues’ different abilities, sexual orientation, ethnicity, and gender. Everyone is welcome and supported in their development at all stages in their journey with us.

We are always recruiting, retaining, and promoting a diverse mix of colleagues who are representative of the U.S. workforce. The diversity of our team fosters a broad range of ideas and enables us to design and deliver a wide array of products to meet customers’ evolving needs.

CSAA Insurance Group is an equal opportunity employer.  

We have a location-based compensation structure. Our salary ranges vary and are calculated based on county of residence. The hourly rate range for this position located in Walnut Creek, CA is $46.69- $51.88 per hour.  This role also includes an opportunity for a company-wide annual discretionary bonus, through our Annual Incentive Plan (AIP), of up to 5% of eligible pay.

If you apply and are selected to continue in the recruiting process, we will schedule a preliminary call with you to discuss the role and will disclose during that call the available salary/hourly rate range based on your location. Factors used to determine the actual salary offered may include location, experience, or education.

Must have authorization to work indefinitely in the US.

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