Executive Assistant, Group Benefits
About the position Is the opportunity to join a culture where “We Do the Right Thing,” and “We Courageously Shape Our Future Together” important to you? If so, Guardian is seeking a resolute motivated individual to join our team as an Executive Assistant. This role provides comprehensive administrative support to three individuals: the Head of Client Management, the Head of Distribution Strategy & Market Management and the Regional RVP - Central Sales. Responsibilities will include managing calendars, coordinating travel, organizing meetings, and providing daily operational support. This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple administrative tasks efficiently in a fast‑paced environment. The Executive Assistant ensures the leader’s time is used effectively by proactively managing schedules, coordinating logistics, and supporting routine administrative needs with professionalism and consistency. You are A highly skilled and detail-oriented professional who thrives in a dynamic, high-pressure environment. Comfortable managing complex priorities across multiple executives with a calm, solutions-focused approach. A polished and professional communicator, adept at interacting with senior leaders and external partners. Discrete and trustworthy, with good judgement and integrity. Proactive and resourceful, anticipating needs and taking initiative to ensure seamless operations.
Responsibilities
- Provide day‑to‑day administrative support, ensuring smooth execution of schedules, meetings, and travel.
- Proactively manage calendars, schedule meetings, coordinate internal and external appointments, and resolve scheduling conflicts.
- Coordinate all travel arrangements, including flights, ground transportation, hotel accommodations, and itinerary preparation.
- Process and submit expense reports accurately and in a timely manner, ensuring compliance with company policies.
- Arrange meeting logistics, including conference rooms, virtual meeting links, materials, and audio‑visual support as needed.
- Prepare routine correspondence, meeting agendas, presentations, and administrative documents.
- Monitor administrative requests, responding or routing items appropriately and with a sense of urgency.
- Maintain organized records, files, and documentation related to meetings, travel, and administrative activities.
- Handle sensitive and confidential information with discretion and professionalism.
- Provide administrative support for occasional meetings, offsites, and events, including coordination with internal/external partners and vendors.
- Assist with additional administrative tasks and ad‑hoc assignments as needed.
Requirements
- Bachelor’s degree or equivalent administrative experience.
- Proven experience providing administrative support to senior leaders or executives.
- Strong organizational and time‑management skills with attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience managing calendars, coordinating travel, and supporting meetings.
- Working knowledge of virtual meeting platforms and basic audio‑visual setup.
- Ability to manage multiple administrative tasks while meeting deadlines.
- Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
- Flexibility to adjust hours occasionally to support executive schedules.
Benefits
- At Guardian, you’ll have the support and flexibility to achieve your professional and personal goals.
- Through skill-building, leadership development and philanthropic opportunities, we provide opportunities to build communities and grow your career, surrounded by diverse colleagues with high ethical standards.
- Inspire Well-Being As part of Guardian’s Purpose – to inspire well-being – we are committed to offering contemporary, supportive, flexible, and inclusive benefits and resources to our colleagues.
- Explore our company benefits at www.guardianlife.com/careers/corporate/benefits .
- Benefits apply to full-time eligible employees.
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