LAMMICO Featured Career

Executive Assistant
Executive Department

Posted: September 12, 2023

Position Summary:
Provides administrative and organizational support to the President/CEO and Chief Operating Officer . Provides administrative and organizational support to the Chairman of the Board as needed. Maintains the highest level of confidentiality and diplomacy regarding all executive and Company information, exhibits a high level of professionalism, and exercises sound judgment. Assists in administering and coordinating the activities of the Executive Department. Serves as back-up for the Executive Assistant to the General Counsel/Assistant Corporate Secretary/CFO.

Reporting Relationship:
Reports directly to the President/CEO and Chief Operating Officer

Essential Functions/Responsibilities:

  • Works in a cooperative manner with management, coworkers, customers, and vendors;  supports  LAMMICO’s mission and vision in daily operations
  • Contributes to the development of the department’s strategic and operating plan and meets assigned target dates and objectives; helps ensure that department quality, service and productivity standards are met
  • Maintains a comprehensive knowledge of the Company, its departments, and its policies in order to provide needed assistance to the President/CEO, Chairman of the Board, and Chief Operating Officer
  • Maintains strict confidentiality of sensitive information
  • Performs the following functions for the President/CEO, Chairman of the Board, and Chief Operating Officer :
    • Screens, responds to and directs incoming telephone calls, correspondence, faxes, and emails; prepares and provides timely responses, documentation and follow-up as appropriate
    • Drafts correspondence as needed
    • Schedules and coordinates conference and meeting attendance and related events and makes travel arrangements as requested; performs same for Board members as requested
  • Assists the Chief Operating Officer with activities associated with Management Team Meetings and Insurance Operations Planning Meetings
  • Creates and maintains an orderly filing and imaging system
  • Maintains diary system for accurate and timely follow-up of work in progress
  • Maintains calendar of appointments for the President/CEO and Chief Operating Officer
  • Works independently to organize duties/projects/events to be accomplished during each year and plans in advance for successful completion
  • Under direction of President/CEO and Chief Operating Officer , responsible for timely completion of budget for Executive Department and analysis of significant budget variances
  • Prepares and organizes a variety of reports and internal documents
  • Responsible for preparation of consent and regular agendas, packet, resolutions, minutes, and coordinates all preparation for regular and special Board of Directors meetings and executive sessions; attends all Board meetings
  • Responsible for preparation of the Annual Meeting of the Policyholders, including meeting notice, proxy tracking, determination of quorum, agenda, voting, packets, resolutions, and minutes; ensures all Annual Meeting corporate filings are completed; attends the Annual Meeting
  • Plans and coordinates Board of Directors Retreat, Board Christmas Dinner and Board educational meetings, including negotiation and maintenance of venue contracts; attends Board Retreat to ensure logistical and service needs of the Board are met
  • Responsible for preparation of Elatas Risk Partners, Inc. annual meeting and meetings of the Board of Directors, including meeting notice, agenda, packet, resolution, and minutes.
  • Responsible for preparation of notice, agenda, packet, resolutions, minutes for Medical Interactive Community (subsidiary) Board meetings
  • Under direction of Chairman of the Board and President/CEO, coordinates LAMMICO’s Future Leaders Program
  • Assists the President/CEO with:
    • Agendas and scheduling for  Executive Leadership Team (ELT) meetings
    • Scheduling and correspondence associated with Board and Committee memberships in professional organizations
  • Provides proof-reading assistance and editorial recommendations to Corporate Communication Department

Education, Experience and Skills Required:

  • High school graduate
  • Minimum of 5 years of experience as an Executive Assistant
  • Strong motivation, creativity, and decision making skills
  • Ability to prepare and effectively present comprehensive written and verbal reports and recommendations
  • Strong customer focus and team orientation
  • Commitment to continuing industry and individual functional education
  • Ability to appropriately handle confidential and sensitive company information
  • Excellent communications skills with the ability to interact and work effectively with employees at all levels within and outside of the organization
  • Ability to manage time, set priorities, and work independently and in cooperation with others when appropriate; ability to organize, analyze, and interpret information
  • Proficiency in the use of Microsoft Office programs

Education, Experience and Skills Desired:

  • Insurance industry experience
  • 2 years college or business school