Linthicum Heights, Maryland
United States - Nationwide
Posted: 24-Feb-25
Location: Kansas City
Type: Full Time
EXECUTIVE ASSISTANT
COMPANY OVERVIEW
The Wholesale & Specialty Insurance Association (WSIA) is a member service association representing approximately 700 member firms dedicated to the wholesale insurance distribution system. WSIA provides support to member firms and their employees, including tens of thousands of individuals brokers, underwriters and insurance company professionals.
WSIA helps members build profitable business relationships with unparalleled networking opportunities, education programs, talent recruitment initiatives, legislative and regulatory advocacy and promotion of the value of the wholesale insurance distribution channel. Learn more about WSIA’s and our focus here.
POSITION SUMMARY
WSIA is seeking an experienced, responsible Executive Assistant to perform comprehensive administrative, clerical, and project coordination support to executives. The duties of the Executive Assistant include providing support to our directors and internal teams assisting with daily office needs and managing our company’s general administrative activities. The successful candidate for this position will report to the General Counsel and provide direct administrative support to our Leadership Team, and thereby our internal teams, as well as indirect support of the Association and our WSIA Diversity Foundation and WSIA Education Foundation. All responsibilities will support our mission and the key services and support we provide to our members with networking events, education programs, talent recruitment and development, regulatory and legislative advocacy and the promotion of the value of the wholesale distribution channel.
KEY RESPONSIBILITIES
- Executive and administrative support - Provide superior administrative support and service to the WSIA leadership team, including, but not limited to (1) preparing and proofreading correspondence, presentations and other materials, including Committee reports and binders for three different Boards of Directors (11 total meetings per year); (2) compiling electronic and printed materials in support of the leadership team’s Committee and events responsibilities; (3) assist in preparation, reconciliation and submission of CEO’s expense reports, and other Directors as needed; (4) conduct scheduling polls, send messages, calendar notifications and similar actions on behalf of CEO and other internal WSIA project leaders; (4) coordinate travel arrangements, hotel reservations, meals, and other logistics for some leadership team members, when requested; (5) assist with answering telephone and remote doorbell calls daily and, when on premises, assist with activities, such as receiving visitors and shipping/receiving of packages; and (6) when requested, observe meetings and conference calls for the purpose of assisting with follow-up and support of projects and assignments;
- Data, document and file organization and maintenance - With guidance from leadership counterparts, organize and maintain data, contracts retention system, files and historical records, including but not limited to (1) documents and worksheets supporting annual committee solicitation and appointment process; (2) updating and maintaining membership database and internal organization for outreach and messaging to various stakeholder groups; (3) creating and maintaining historical data spreadsheets and PDF binders for our student/internship programs and symposiums, talent outreach efforts and education programs; and (4) providing analysis and recommendation on format and details in documents, materials, responses and related items;
- Maintain confidentiality and demonstrate discretion - Demonstrate independent judgment in routine handling and maintenance of confidential and sensitive information, correspondence, and reports;
- Project coordination - Provide support and coordination, as needed, for association projects, programs and events and augment the effectiveness and teamwork of the WSIA team with strong collaboration, membership service and project administration skills; and
- Additional responsibilities - Other duties and projects will regularly develop and be assigned. This position must be able to be flexible and quickly pivot to new or multiple assignments and should be experienced in taking instruction from multiple internal stakeholders.
ESSENTIAL SKILLS AND EXPERIENCE
Minimum requirements for this position include the following:
- Three years of executive assistant experience in an office environment;
- Demonstrated superior proficiency with Microsoft Windows and Microsoft Office (Word, Outlook, Excel and PowerPoint) and Adobe;
- Deliver superior customer service and member service;
- Excellent organizational, problem solving, multi-tasking and time management skills with the ability to appropriately prioritize work projects and due dates;
- Superior attention to detail is a must, with ability to simultaneously handle multiple priorities and projects, managing details accurately and completely;
- Ability to think independently, be innovative and demonstrate good judgment and decision-making skills;
- Effective oral, written and interpersonal communications skills with internal/external individuals at all levels;
- Ability to support executives to allow them to focus on execution of strategic priorities and goals;
- Demonstrated ability to handle confidential information with discretion;
- Track record of teamwork and desire to be part of high-performing team environment;
- Willingness to learn new things, help others, support the team, and accountability for a job well done;
- Ability to assess situations, projects and issues from an organizational and proactive perspective;
- Ability to work with a variety of constituents and members at various levels in their organizations; and
- Strong written and oral communication skills.
OTHER SKILLS AND ABILITIES
The ideal candidate for this position will demonstrate membership association experience, however, while helpful, this is not required:
- The position will require some travel to WSIA events, including week-long travel two times a year, and, on occasion, other activities, as necessary.
- The employee must have the ability to regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.
- Ability to work in an office environment on own.
- While performing the duties of this job, the employee is regularly required to work on a computer.
- The employee will frequently move about the office to complete tasks.
- The noise level in the work environment is usually quiet.
- WSIA events may be fast-paced, with increased noise levels and competing priorities.
- Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
LOCATION
WSIA is based in Kansas City, MO, has a hybrid work environment and recognizes the importance of flexibility for our team members. For this position we expect the successful candidate to be based in our locality/commuting distance, with 2-3 days in the office required on a regular basis, and additional days when necessary.
BENEFITS
We carefully consider multiple business-related factors when determining compensation, including job-related skills, work experience, education, relevant training and certifications, business needs and market demands. In addition to your competitive salary, WSIA offers generous benefits in accordance with WSIA policies, including:
- Paid time off for vacation, sickness, holiday and bereavement;
- Medical, dental and vision plans, health savings account, flexible spending account;
- 100% company-paid life insurance, longer-term disability and short-term disability insurance;
- Confidential access to an Employee Assistance Program and an Enhanced Employee Assistance Program;
- 401k matching up to 10% of employee salary, and
- Performance bonus and merit pay increases, as determined by WSIA’s sole discretion.
This information is intended to be a general overview and may be modified by WSIA due to business-related factors.
WSIA employees will be subject to a background check.
WORK ENVIRONMENT
WSIA strives to promote a professional, friendly, and inclusive work environment where employees can successfully meet performance expectations and fully demonstrate our Guiding Principles. WSIA requires adherence to the Employee Handbook policies and enforces a zero-tolerance policy against harassment, discrimination, and/or retaliation in the workplace.
COMPANY DESCRIPTION
The Wholesale & Specialty Insurance Association (WSIA) is a world-class member service organization representing the entirety of the wholesale, specialty, and surplus lines industry. The Wholesale & Specialty Insurance Association was formed in 2017 through the merger of the American Association of Managing General Agents (AAMGA) and the National Association of Professional Surplus Lines Offices (NAPSLO).
WSIA members strive to build profitable business relationships in the wholesale, specialty and surplus lines insurance industry. WSIA is dedicated to developing and strengthening the industry and provides members with unparalleled:
- Networking
- Education
- Talent recruitment and development initiatives
- Regulatory and legislative advocacy
- Promotion of wholesale value
WSIA’s membership consists of approximately 700-member ?rms, including U.S. Wholesale, U.S. Insurance Market, and Associate and Service members, representing tens of thousands of individual brokers, insurance company professionals, underwriters, and other insurance professionals worldwide conducting business in the U.S. surplus lines market.
WSIA members of all shapes and sizes gain a competitive advantage in the marketplace through active participation in the only association dedicated specifically to the wholesale, specialty and surplus lines insurance industry.
WSIA is an equal employment opportunity employer. We are committed to providing equal employment opportunities to all qualified individuals without regard to the following legally protected characteristics: race, color, religion, sex, pregnancy, national origin, age, physical or mental disability, marital status, sexual orientation, sexual identity, caregiver status, military/veteran status, or any other characteristic protected by local, state or federal law. All employment decisions at WSIA are based solely on the applicant’s relevant experience, skills and qualifications.
How to Apply
Email a cover letter and resume to Keri Kish, General Counsel & Policy Director, [email protected]