Job Description

OBJECTIVE

Senior Executive Assistant Objective

Provides multi-faceted administrative support and assistance to ensure effective use of the CEO’s time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the CEO’s schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality. May be responsible for directing and deploying support staff or other resources.

RESPONSIBILITIES

Senior Executive Assistant Responsibilities

Responsible for keeping the CEO abreast of all company activities.

Prepare, edit, or proofread materials on behalf of the CEO including correspondence, articles, speeches, addresses, or presentations.

Manage accurately the CEO’s schedule and calendar for the purpose of effective and productive time management. Such management would include accurate blocking of time for FBI and industry board and committee meeting dates, setup for meetings, travel arrangements, and pertinent communication regarding such appointments.

Assist the CEO with coordination of external boards and committees.

Communicate directly, and on behalf of the CEO, with board members, staff and others on matters related to the CEO. Prepare corporate communications of behalf of the CEO to various audiences, including agents, employees, regulators and business partners.

Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.

Research, prioritize and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral or response.

Supervise and manage the administrative support operations for all Farm Bureau Insurance Vice Presidents, including performance management and appraisals, training, and overall coordinator of activity and priorities.

Prepare and distribute weekly corporate staff agendas, attend meetings, compose actions of the meetings, and prepare and distribute formal minutes.

Apply competent knowledge of computer hardware and software, including database management, artificial intelligence utilization, and proficient use of Word, Excel and PowerPoint.

Develop and distribute various reports as requested. Prepare and/or submit necessary forms for expense reports, check requests, registrations, cash advances, reimbursement request, and proper filing of these documents. Assure proper payment for trade associate dues and assessments. Monitor the executive divisional budget to ensure proper allocation of expenses.

Handle incoming policyholder/claimant calls through proper communications with the appropriate department and follow up on concerns/actions.

Serve as backup for the executive area communication network.

Attend and assist on special cross-company activities as required.

Attend and assist at company meetings as requested.

Assist the CEO and Corporate Staff, when requested, at conferences, annual meetings, trade shows or other similar types of activities.

Act as a communication hub for the Board of Directors and Corporate Staff and help ensure they receive all appropriate information in a timely and professional manner.

Provide assistance to the President, General Counsel and Secretary, Treasurer, and CEO in creation of board meeting agendas and schedules.

Perform tasks in preparation for all Farm Bureau Insurance board of director meetings including creating a schedule of meetings, sending invitations and meeting materials on behalf of the CEO prior to each meeting. Attend Board of Directors’ regular, annual and organization meetings, compose all actions of the meetings and prepare formal minutes of these meetings for the CEO and Board approval.

Assist with the coordination of company-wide events and communications, including the annual state of the companies event.

Approve timecards and time off requests on behalf of the CEO.

QUALIFICATIONS

Senior Executive Assistant Qualifications

Required

Bachelor’s degree required, or equivalent administrative experience may be considered.

Minimum seven to ten years administrative experience required.

Proficient in Microsoft Office Suite.

Keyboarding skills of 65 wpm and shorthand skills of 80-100 wpm required.

Basic math aptitude required.

Excellent interpersonal skills.

Preferred

Familiarity with terminology and operations of the agricultural and insurance industries preferred.

Note: Farm Bureau offers a full benefit package including medical, dental, vision, and 401K.

PM19