Executive Administrative Assistant

locations

Iowa - Des Moines, 1100 Walnut Street

United States - Remote

Full time

90628

If you’re passionate about helping people protect what matters most to them, as well as innovating and simplifying processes and operations to provide the best customer value, then Nationwide’s Property and Casualty team could be the place for you! At Nationwide®, “on your side” goes beyond just words. Our customers are at the center of everything we do and we’re looking for associates who are passionate about delivering extraordinary care.

This Executive Administrative Assistant will be responsible for supporting 5 leaders across multiple time zones (Eastern, Central, Mountain). This role will be responsible for supporting the following tasks:

Large Account Review Committee scheduling/rescheduling (120 day renewal process)
Expense approvals and submissions
Travel planning for leaders and large group connects (logistics)
Calendar management and email
PTO mgmt. for team
Equipment / ID access ordering for team and new hires – onboarding / terminations
Distribution lists
Entering payment requests (invoices) into the Payment Request Center on Ariba

Additional Desired Skills:

Coordination of Practice area PowerPoint slides for final delivery to the leader(s)
Leader(s) travel preparation – creating agenda and pulling together production reports

This position is eligible for remote/work from home.

Expected work hours are 8:30am-5:30pm ET (if hired associate resides in Eastern Time Zone); or 8:00am - 5:00pm CT (if hired associate resides in Central or Mountain Time Zone).

Job Description Summary

Are you a problem solver and detailed oriented? If you can take initiative, use both your analytical and creative abilities to make sound decisions and have a desire to solve challenges, we want to hear from you!

As an Executive Administrative Assistant, you'll perform a wide variety of confidential, detailed and complex administrative functions under direct supervision. You will coordinate meetings and make business and travel arrangement decisions for your leader(s) and their team. You'll plan, organize and schedule your own work and may serve as an informal mentor to other administrative assistants in the office.

Job Description

Key Responsibilities:

Focuses on both daily and longer-range calendar for multiple leaders and teams. Manages leader&#39;s personal calendar as directed. 

Coordinates travel plans for leader(s) and team and makes mid-trip changes quickly when required.

Compiles information for reports and presentations. 

Screens communications for action items and due dates, bringing key items to the leader&#39;s attention. Initiates necessary actions, e.g., follow-ups, prioritizations, action required, etc. Drafts responses for executive review, implementing their style into all communications. Rarely seeks guidance on email replies. 

Provides assistance with office procedures or processes that help the team be more productive and efficient. 

Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for accurate reporting. 

Manages budget for meeting planning. Conducts quality checks on invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. 

Keeps current on Nationwide procedure changes, Human Resources policy changes, business environment, etc. that impact department level plans.

May participate in special projects as assigned.

May perform other responsibilities as assigned.

Reporting Relationships: Typically reports to an Associate Vice President level executive or above, and may support multiple executives and their staff. This is an individual contributor role.

Typical Skills and Experiences:

Education: High school, vocational or technical business school studies in secretarial science; some undergraduate-level coursework beneficial.

License/Certification/Designation: Administrative professional certification(s) such as Certified Administrative Professional (CAP) or Certified World Class Assistant (CWCA) are a plus.

Experience: Typically, six or more years related administrative assistant experience. Nationwide experience is highly desirable.

Knowledge, Abilities and Skills: Knowledge of company policies and organizational structure. Understanding of office practices and procedures. Ability to make decisions and recommend solutions to work processing and office management problems. Strong communication skills to interact with all levels of leaders, associates, and external contacts. Ability to proofread own work and work of others for content and format accuracy. Intermediate mathematical calculation skills. Ability to build effective business relationships.

Other criteria, including leadership skills, competencies and experiences may take precedence.

Staffing exceptions to the above must be approved by the hiring manager’s leader and Human Resources Business Partner.

Values: Regularly and consistently demonstrates Nationwide Values.

Job Conditions:

Overtime Eligibility: Eligible (Non Exempt)

Working Conditions: Occasional travel. Non-standard, extended or overtime work as needed based on workflow needs.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

We currently anticipate accepting applications until 01/31/2025. However, we encourage early submissions, as the posting may close sooner if a strong candidate slate is identified before the deadline.

Benefits

We have an array of benefits to fit your needs, including: medical/dental/vision, life insurance, short and long term disability coverage, paid time off with newly hired associates receiving a minimum of 18 days paid time off each full calendar year pro-rated quarterly based on hire date, nine paid holidays, 8 hours of Lifetime paid time off, 8 hours of Unity Day paid time off, 401(k) with company match, company-paid pension plan, business casual attire, and more. To learn more about the benefits we offer, click here.

Nationwide is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive culture where everyone feels challenged, appreciated, respected and engaged. Nationwide prohibits discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to any characteristic (or classification) protected by applicable law

This position could be filled within any of the lower 48 U.S. states.

Nationwide pays on a geographic-specific salary structure and placement within the actual starting salary range for this position will be determined by a number of factors including the skills, education, training, credentials and experience of the candidate; the scope, complexity and location of the role as well as the cost of labor in the market; and other conditions of employment. If a Sales job, Sales Incentives, based on performance goals are possible in addition to this range.

The national salary range for Executive Administrative Assistant : $48,900.00-$101,100.00

The expected starting salary range for Executive Administrative Assistant : $54,300.00 - $81,500.00

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