Executive Assistant

Position Description: Executive Assistant

Company Background

Highstreet Insurance Partners (Highstreet) is one of the fastest-growing insurance agencies in the U.S.

Founded with the mindset of putting people first, Highstreet brings technical expertise and industry experience together to serve and protect customers while providing agencies with the tools and resources to grow.

We love to help people pursue life’s opportunities with tenacity and confidence to create stronger, more resilient communities. We do it for all our futures.

Position Summary

The Executive Assistant (EA) will play a pivotal role in supporting the Executive Leadership Team (ELT) while managing daily office and administration services at the location.

Overall, the EA provides support to ensure the ELT focuses on high-level decision-making, while maintaining confidentiality and exercising strong communication skills with ELT and the EA team.

The primary focus will be managing all aspects of Executives’ schedules including outlook calendars, consistent review of meeting schedules, collaboration with ELT and their contacts to confirm virtual or in-person meetings, travel, and expenses.

This position represents Highstreet as the initial contact, assessing inquiries and requests, and determining whether to handle independently or redirect to the proper internal Highstreet contact.

Day-to-day, this role will collaborate extensively with the Highstreet Central Team including Accounts Payable, Legal, HR, Brand & Innovation, Market Relations, Mergers & Acquisitions, Operations and Agency Partners, and will work alongside multiple Highstreet vendors, including event coordinators and training facilitators.

This is an amazing opportunity to work in a fast-paced environment with the potential to learn all facets of the insurance industry. We provide a competitive compensation and benefit package, including medical insurance, phone stipend, and a 401(k) match of up to 4% of salary.

Key Areas of Responsibility

Executive Leadership Team Support:

• Proactively manage and coordinate complex Executive schedules including in-person and virtual meetings.
• Coordinate flights, hotel, and airport transfers for Executives
• Manage monthly expenses and submit to Accounts Payable
• Set up meeting agendas, prepare materials, take minutes and follow up on action items
• Organize and maintain electronic and confidential files
• Project support including research, data compilation and report preparation
• Identify and respond to formal legal and financial needs by securing required signatures, and processing/distributing final documentation to key internal and external parties
  
  
  

Office Management:

• Knowledge of and maintenance of office systems and procedures
• Support team members with items needed to perform job functions - mail, shipping, printing, IT/Technical support, office supplies
• Organize office meetings – Assist with collecting and organizing meeting agendas, attendee lists, determining setup and technology needs, ordering food, pick-up/drop-off as needed, travel arrangements including overnight accommodations and airport transfers
• Identifies, quotes, and formalizes vendor service contracts for office needs – copier/printing, shredding, cleaning services and supplies
• Maintain office visitor calendar
• Oversee office configuration, set up and furniture selection needs; lead efforts on all office set up needs as a result of current and projected company/staff growth
• Manage onsite relationship with building operations management regarding office needs, repairs, replacements and other infrastructure needs
  
  
  

Collaboration:

• Support and collaborate with Regional Leadership, Finance, IT, Legal, Operations, Market Relations, Brand & Innovations, M&A to enhance support for the ELT
• Build relationships with Agency Partners and provide support as needed
  
  
  

Required Competencies:

• Bachelor’s or associate degree in business administration or equivalent work experience
• Strong project management skills, with the ability to manage multiple complex projects simultaneously
• Knowledge of Microsoft Office Suites, calendar applications and other relevant software
• Ability to thrive in a fast-paced, dynamic environment with a strong focus on results
• Strong written and verbal communication skills to effectively interact with internal and external stakeholders
• Flexibility to handle changing priorities
• Handle sensitive information with utmost confidentiality
  
  
  

Key Personal Attributes:

• Treats people with respect and dignity
• Keeps commitments and demonstrates exceptional follow through
• Team-first orientation; high integrity, and mature character
• Positive, get it done personality
• Sense of urgency: “All hands-on deck”
• Exhibits confidence in self and others
• Comfortable expressing vulnerability
• Effectively influences outcomes and gives appropriate recognition to others
  
  
  

Work Environment:

Will report to the EA Manager and/or Chief Human Resources Officer (CHRO)

Travel to Highstreet offices in Traverse City, MI and other locations may be necessary on a periodic basis

Benefits:

Highstreet offers a comprehensive benefits package, including Medical, Dental, and Vision insurance, a 401(k) retirement plan with company matching, Paid Time Off (PTO), Life and Disability insurance, and an Employee Assistance Program (EAP). Additional voluntary benefits may be available.

Compensation:

Salary Range: $63,630 - $79,000

Bonus: Eligible for an annual bonus of up to 10% of base salary for meeting performance goals

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position as described above.