Position Summary
The Executive Assistant & Special Projects Manager serves as a trusted strategic partner to the President and Chief Operating Officer, providing high-level executive support while also leading and coordinating cross-functional initiatives that support organizational priorities.

This role includes responsibilities related to virtual office coordination, executive communications, and ownership of special projects as assigned by executive leadership. The ideal candidate is highly organized, proactive, discreet, and capable of operating independently in a fast-paced, evolving environment.

Primary Responsibilities

Executive Assistant Support

Provide comprehensive executive support to the President and COO, including complex calendar management, meeting coordination, and travel planning.
Prepare agendas, presentation materials, briefing documents, and follow-up summaries for executive meetings.
Manage expense reporting, reimbursements, and executive administrative workflows with accuracy and timeliness.
Serve as a primary point of contact between executives and internal/external stakeholders, ensuring professional and efficient communication.
Maintain strict confidentiality and exercise sound judgment when handling sensitive and privileged information.

Virtual Office Management

Act as a Virtual Office Manager supporting the Office of the President, COO, and CFO.
Coordinate communications, announcements, and activities originating from executive leadership.
Assist with planning and execution of executive events, leadership meetings, offsites, and company-wide initiatives.
Support consistency and organization across executive operations in a remote, distributed work environment.
Partner with HR, Finance, IT, and Operations to ensure seamless execution of executive-driven initiatives.

Special Projects & Strategic Initiatives

Lead and support special projects as assigned by the President and COO, including but not limited to:
Track project timelines, deliverables, and dependencies to ensure timely execution.
Coordinate cross-functional stakeholders and provide regular status updates to executive leadership.
Identify risks, gaps, and process improvement opportunities within assigned projects.
Support ad hoc strategic initiatives that require executive-level oversight and coordination.

Position Specific Skills/Qualifications
Work Experience:

Minimum of 5–7 years of experience supporting senior executives, preferably within insurance, financial services, or a professional services environment.
Demonstrated experience managing complex calendars, executive communications, and confidential information.
Experience leading or coordinating cross-functional projects strongly preferred.

Essential Skills/Competency:

Strong organizational and multitasking skills with keen attention to detail.
Excellent interpersonal and communication skills, both written and verbal.
Ability to build relationships with internal stakeholders and external vendors.
Proficiency in Microsoft Office Suite and other office systems (e.g., Outlook, Teams, Excel, Word).
Strong judgment and problem-solving abilities in a fast-paced environment.
Capable of managing sensitive and confidential information with discretion.

Education:

Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.
Equivalent professional experience will be considered in lieu of a degree.

Physical Demands & Working Conditions

Physical Demands

Office work. Office work involves working at a desk most of the time, using a stand-up/sit-down adjustable desk. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Typing, grasping, and repetitive motion typically is required every day, and walking and standing are required occasionally.

Equal Employment Opportunity
At World Insurance Associates (WIA), we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our products, and our community to flourish. WIA is honored to be an equal opportunity workplace. We are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national orientation, age, citizenship, marital status, disability, gender identity, sexual orientation, or Veteran status. In addition, WIA makes reasonable accommodations to known physical or mental limitations of an otherwise qualified applicant or employee with a disability, unless the accommodation would impose an undue hardship on the operation of our business.

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Novatae Risk Group

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Executive Assistant & Special Projects Manager