Executive Assistant supporting three AVPs and the VP of Claims at The Doctors Company. Managing administrative tasks and assisting in department operations in a medical malpractice insurer.
About the role
- Personal Assistant providing organization, scheduling, and logistical support for leaders at Febracis. Ensuring discretion and proactivity in handling family and professional requirements.
Responsibilities
- Schedule & Routine Management
- Complete organization of personal and professional calendars (meetings, appointments, travel, and events).
- Confirmations, reminders, and rescheduling in advance.
- Intelligent prioritization of commitments (urgent vs. important).
- Coordination of schedules with third parties (lawyers, accountants, vendors, team members, and family).
- Legal, Document & Administrative Organization
- Organization and control of personal and family documents (contracts, certificates, property deeds, vehicle documents, and official records).
- Direct liaison with lawyers, accountants, notary offices, banks, and administrative agents.
- Strict monitoring of deadlines, due dates, signatures, and renewals.
- Structured physical and digital filing to an executive standard.
- Personal & Family Life Support
- Purchasing and organizing gifts (birthdays, holidays, and corporate/institutional occasions).
- Planning and logistical support for domestic and international travel (tickets, accommodation, travel documents, and checklists).
- Organization of personal and family appointments.
- Management and coordination of domestic service providers (no operational execution).
- Vendor & Third-Party Relations
- Contact with service providers (cleaning, maintenance, professional organizers, drivers, security, and technology).
- Requesting and comparing quotes.
- Monitoring deliveries and ensuring a high standard of execution.
- Confidentiality & Trust
- Handling of highly sensitive information (financial, family, and legal).
- Ethical, mature, and professional conduct.
- Absolute discretion in all matters.
- Anticipation & Proactivity
- Anticipate needs before they are requested.
- Creation of checklists, processes, and organizational standards.
- Continuously propose improvements to routines, organization, and information flow.
Requirements
- Proven experience as a Personal Assistant, Executive Assistant, or Senior Executive Secretary.
- Exceptional organizational skills and attention to detail.
- Discrete, mature, and highly trustworthy profile.
- Clear, polite, and professional communication.
- Ability to handle multiple simultaneous demands.
- Strong sense of proactivity, autonomy, and excellence in execution.
- **Fluent English (required)** — verbal and written communication for interfacing with travel arrangements, vendors, and international needs.
- Ethics, loyalty, and a high level of responsibility.
Benefits
- Paid vacation after 12 months of employment
- TotalPass
- Starbem
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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