Executive Administrative Assistant

Responsibilities

The Executive Administrative Assistant provides high-level support to executive leadership by managing calendars, communications, and daily operations. This role also coordinates travel, meetings, and events while serving as a liaison between the executive office and internal or external stakeholders.

Requirements

Candidates must have a minimum of a high school diploma and at least 5 years of experience in executive-level administrative support. Proficiency in Microsoft Office and strong organizational, communication, and time management skills are required.

Skills

• Executive support
• Calendar management
• Travel coordination
• Expense management
• Microsoft Office
• Outlook
• Word
• PowerPoint
• Excel
• Microsoft Teams
• Time management
• Communication
• Organizational skills
• Confidentiality
• Stakeholder management
• Event planning

About this role

Job Summary
The Executive Administrative Assistant (EAA) position serves as a trusted partner to executive leadership, providing high-level administrative support to ensure priorities, schedules, and activities are managed effectively. This role proactively anticipates the needs of the Executive and their Senior Leadership Team (SLT), managing calendars, communications, and daily operations with a high degree of professionalism and discretion.
This position reports to the Manager, Executive Administrative Assistant within Workplace Services.
Duties and Responsibilities
Executive Support & Prioritization: Manage and organize the Executive's daily and weekly activities, including calendar and email inbox management. Prioritize tasks, communications, and follow-ups to ensure alignment with business needs. Anticipate executive needs and proactively adjust priorities to address changing demands. Manage sensitive and confidential information with a high level of professionalism and discretion. Exercise sound judgment in handling communications, materials, and executive interactions.
Administrative Operations & Coordination: Oversee and maintain administrative processes, including meetings, travel arrangements, and expense management. Prepare, process, and reconcile travel and business expenses in accordance with company policy. Coordinate travel arrangements and itineraries, both domestic and international. Coordinate logistics for meetings, events, and executive activities, ensuring alignment with schedules and priorities. Ensure activities are executed efficiently and in alignment with company policies and procedures. Identify opportunities to improve administrative processes and recommend solutions.
Meeting & Event Management: Coordinate meeting logistics, including scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings as needed to capture notes, summarize key outcomes, and track action items. Plan and support offsite meetings, events, and visits, including facility and external guest coordination.
Stakeholder Coordination & Communication: Serve as a liaison between executive leadership and internal/external stakeholders. Communicate professionally and effectively, representing the executive office in a consistent and organized manner. Collaborate with other Executive Administrative Assistants and cross-functional partners to support team coordination and initiatives.
Experience and Education Requirements
Minimum
High School Diploma or equivalent
5+ years of experience providing executive-level administrative support
3+ years experience supporting multiple leaders and/or teams
Preferred
Experience supporting senior leaders in a corporate environment
Experience coordinating meetings, events, or cross-functional activities
Experience with project coordination or event planning
Knowledge, Skills & Abilities
Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and virtual meeting platforms (Teams)
Strong organizational and time management skills with attention to detail
Ability to manage multiple priorities and competing deadlines
Ability to manage complex scheduling and calendar coordination
Strong interpersonal and communication skills, both written and verbal
High level of professionalism, discretion, and confidentiality
Experience with expense management and travel coordination
Proactive approach with the ability to anticipate needs and solve problems
Ability to collaborate effectively across teams and functions
Flexibility to support business needs, including occasional work outside standard business hours
Other Requirements
Perform other functions, duties, and projects, as assigned
Regular and punctual attendance
Some travel required (20%)
#LI-MB1
Additional Information
Work Environments
F&G believes in an employee-centric flexible environment, which is why we offer the ability for in-office, hybrid and remote work arrangements. During the hiring process, you'll work with your leader to decide what works best for your role.
F&G complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities, unless such accommodation would cause an undue hardship for F&G. If reasonable accommodation is needed to participate in the job application or interview process, please contact talentacquisition@fglife.com.
Join our employee-centric hybrid work environment: F&G Careers
About F&G
Since 1959, Fidelity & Guaranty Life Insurance Company (F&G) has offered annuity and life insurance products to those who are seeking security in retirement and protection during life’s unexpected events.
As a national Top Workplace1, an Iowa Top Workplace2 and a proud equal opportunity employer, F&G team members are empowered, collaborative, dynamic and authentic. We believe that by embracing these values, we will continue to build and strengthen the company while continuing to be a great place to work.
1Top Workplaces USA 2022 – 2023
2Des Moines Register Top Workplaces 2018 – 2022
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About Fidelity & Guaranty Life Insurance Company

Insurance · 1,001-5,000 employees · headquartered in Des Moines, Iowa