Executive Assistant

November 8, 2024

Industry: Private

Employment Type:- Full Time

Work Hours:- 8 Hours

Locations:- USA

Full Job Description:-

Pie's mission is to empower small businesses to thrive by making commercial insurance affordable and as easy as pie. We leverage technology to transform how small businesses buy and experience commercial insurance.

Like our small business customers, we are a diverse team of builders, dreamers, and entrepreneurs who are driven by core values and operating principles that guide every decision we make.

To do their best work, our executive team needs an agile individual that addresses a variety of work styles. Pie’s Executive Assistant (EA) role will demand flexibility and the ability to perform operational tasks to ensure our company’s workflow runs smoothly. You will have a direct and enormous impact on Pie’s daily operations, team interactions, and culture. Working well cross-functionally is a key part of this role.

The Executive Assistant will be connecting with peers, immediate leadership and executives frequently to connect on collaborative efforts and update status needs and tasks. They will collaborate with other departments and leaders throughout the month to determine deliverables and check-in on status needs.

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How You’ll Do It

Supporting the Executive Team

Identifying and anticipating the administrative needs of 3-4 Executive team members, including Pie’s Chief Commercial Officer, SVP Underwriting & Pricing, and SVP Claims.
The role will handle heavy and proactive calendar support. These leaders need someone to manage and coordinate their busy schedules across multiple time zones. This includes resolving conflicts, ensuring regularly scheduled one on ones with their team members, coordinating team meetings, ordering catering, booking conference rooms in multiple offices, arranging video conference connections, and ensuring the meetings are attended.
Meeting preparation is vital to this work and includes managing recurring agendas, keeping meeting notes, tracking action items, following up on action items, and ensuring that any materials are delivered ahead of meeting times.
Drafting communication in the voice of the executive, editing, and effectively disseminating messages from the executives that you support through the appropriate channels.
Managing, optimizing and creating administrative workflows such as vacation requests, purchase orders, internal orders, distribution lists, organizational charts, etc.
Booking travel and expense reporting.
Light email management.

Project & Culture Support Work

Jumping into ad hoc projects as they arise across the company.
Event planning.
Team specific support for sales contests, peer-to-peer awards, and other team celebrations; coordinating announcements and swag for new hires, anniversaries and other milestones.

Admin Team Support

Support and backup to the other Administrative staff to cover PTO and leave.
Partner with other admin staff in supporting and managing company wide initiatives such as the weekly All Hands meetings, Pie-R-Side chats (Quarterly Q&A with leaders), Executive summits, and year end or summer parties.

The Right Stuff

High school diploma or equivalent is required. Associates degree preferred.
At least 3 years in an Executive Assistant role and/or 5 years in Administrative, Office, or Personal Assistant role preferably with C-Suite executives.
- Experience working Sales and Business Development teams and executives is ideal.
Ability to be effective as a virtual assistant. This is a remote first organization.
Equally able to travel and be present for team/customer events and meetings as needed.
Advanced communication (written, verbal, and presentation) skills, to deliver complex information effectively and align people with the needs of the project/team.
Must be available during general business hours across multiple US time zones.
Advanced problem solving skills, to be able to manage complex situations with multiple layers, and resolve to solution anticipating needs now and into the future.
Advanced awareness of workflow, and project tradeoffs to make decisions based on needs now and into the future.
Experience in a fast paced and demanding environment as well as the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is preferred.
Some experience with collaboration tools such as (specifically Slack and Zoom) required.
Demonstrated ability to quickly learn new technology platforms and systems is required.
Must be customer service focused. You enjoy helping others and creating amazing work life experiences.
Competent Project Management experience is desired.
Proficient in Google Calendar, especially using multiple time zones, is required, experience with Gmail and Google Workspace is helpful.
Skilled in using PowerPoint and integrating presentations with Excel data.
Some travel could be required in this position, up to 10% to support events.