Executive Assistant

American Equity Investment Life Insurance Company is a leading provider of annuity solutions designed to help clients protect and grow retirement income. Part of Brookfield Wealth Solutions, we partner with more than 40,000 financial professionals and help fund over half a million retirements nationwide. Recognized by Newsweek as one of America’s Most Trustworthy Companies and named a Top Workplace in Iowa, American Equity fosters a collaborative and purpose-driven culture where employees are empowered to ignite their passion and help shape the future of financial services.

Headquartered in Des Moines, Iowa, with satellite offices in Charlotte, NC and New York, NY, American Equity provides opportunities for employees to support work across the enterprise, including our sister company, American National, headquartered in Houston, Texas.

GENERAL PURPOSE OF THE JOB:   

The Executive Assistant performs executive administrative, office management and project coordination work on behalf of a member of the executive leadership team, exercising considerable autonomy and independent judgment on significant business matters.  May provide administrative support to other senior leaders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Manages and maintains executive leader(s)’ calendars, schedules, appointments, and travel arrangements; prepares executives for daily schedule.
• Monitors, responds, and distributes incoming communications on behalf of the executive.
• Initiates, prepares and edits reports, correspondence, communications, presentations, and other documents such as charts, diagrams, and summary tables using MicroSoft Office applications PowerPoint, Excel and/or Word.
• Interacts professionally with external and internal staff at all levels; answers and manages incoming calls; receives and interacts with incoming visitors.
• Effectively maintains confidential information.
• Arranges and coordinates meetings and events, including but not limited to, preparing agendas, securing outside vendor assistance, meeting location, food/beverage orders, etc.
• Serves as the executive’s delegate on select administrative matters such as Objectives and Key Results (OKR) progress report requests, equipment or other purchases, expense report submission and approval, select vendor negotiation, etc.
• Assists with office and budget/expense management; reviews, processes and approves invoices and assists with expense management.
• Files and retrieves documents and reference materials; leads department file retention efforts.
• Coordinates assigned projects including the determination of project objectives and measures upon which the project will be evaluated at its completion. Executes and monitors project progress according to the project plan and effectively communicates project needs and status to stakeholders, reviewers and contributors.
• Gathers and files project-related documentation including emails, pdf files, and bids/invoices when available; scans, files, and tracks projects; locates document files needed by other departments.
• Documents procedures and recommends and implements process and procedural efficiencies and improvements.
• Performs other related work as assigned.

SUPERVISORY RESPONSIBILITIES:

Direct Reports: 0

General Description of Indirect Reports (2 and 3-downs): 0

EDUCATION AND/OR EXPERIENCE:  

Bachelor’s degree in Business Administration or related field of study; plus five (5) years of progressively responsible related experience, including three (3) years providing administrative, office and project support to C-suite level executives; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, PROFESSIONAL DESIGNATIONS:

N/A

KNOWLEDGE, SKILLS AND ABILITIES:   

• Proficient computer skills and in-depth knowledge of Microsoft Office Suite applications, including but not limited to Outlook, Word, Excel and PowerPoint.
• Strong interpersonal skills, including ability to communicate effectively verbally and in writing at all levels in the organization.
• Exemplary organization skills with strong attention to detail.
• Strong customer service orientation and professional presence.
• Ability to maintain confidentiality.
• Strong organizational and planning skills.
• Basic project management skills.
• Ability to prioritize and work on multiple projects simultaneously in a fast-paced environment.
• Ability to research and effectively solve problems.
• Ability to be motivated; takes initiative.
• Ability to write simple correspondence.
• Ability to carry out instructions furnished in written, verbal, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work cooperatively and successfully with employees, customers, and other outside third parties.
• Ability to successfully handle pressure and meet deadlines in a fast-paced work environment.

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