Job Description
Symetra is on the lookout for an energetic, detail-loving, multi-tasking master Executive Assistant (EA) to support two to three busy executives in our Technology and Operations organization.
About the role
As an Executive Assistant in Technology and Operations, you’ll be a trusted partner to the two to three leaders you support, helping keep their days running smoothly and their calendars (mostly) under control. You’ll also be part of a small but mighty team of EAs who support the leaders of our 1,000+ person Tech and Ops organization.
Collaboration, communication, and a good sense of humor go a long way with this group. One minute you’re planning a launch celebration, the next you’re solving a scheduling puzzle that would make a chess player proud.
Calendar management is a big part of this role. Some executives have calendars that are frequently double- and triple-booked. You’ll be the person who brings order to the chaos—prioritizing, negotiating time and making smart calls to keep everything moving.
What you will do
- Calendar management
- Manage and prioritize executive calendars with a high level of ownership and judgment.
- Navigate frequent scheduling conflicts by making thoughtful trade-offs and recommendations.
- Coordinate meetings across time zones, ensuring the right people are in the right place at the right time.
- Communicate changes clearly and proactively to attendees and stakeholders.
- As meetings are canceled or moved, ensure all updates are accurately reflected.
- Meeting support
- When meetings are in person or hybrid, reserve conference rooms, arrange necessary equipment and coordinate catering as needed.
- Capture and distribute meeting notes and action items when needed.
- When requested, prepare agendas and pre-reads to ensure meetings are productive and well organized.
- Coordinate logistics for large team and department meetings, including scheduling and follow-up.
- Presentation creation, formatting and design
- Create new presentations, including writing, editing/proofreading, formatting, and design.
- Edit existing presentations to be more visually appealing.
- Proofread or format existing presentations.
- Communications
- Draft, edit, and proofread a variety of communications on behalf of executives, including emails, reports, and presentations.
- Ensure all communications are clear, polished and aligned with a professional and respectful tone.
- Serve as a point of contact for internal stakeholders, representing executives with professionalism and discretion.
- Event planning
- Plan and coordinate team events, offsites and organizational initiatives.
- Manage logistics for events, including venues, catering, materials and communications.
- Handle purchasing, gift coordination and invoice reconciliation.
- Travel and expense management
- Coordinate and book travel, building thoughtful itineraries that balance efficiency, cost, and executive preferences.
- Anticipate travel needs and proactively adjust plans as schedules shift.
- Track and maintain detailed, accurate expense records.
- Prepare and submit expense reports in Concur in a timely manner, ensuring compliance with company policies.
- Reconcile receipts, follow up on missing information and keep everything organized and audit ready.
- General support
- Order office supplies and track department equipment and inventory as needed.
- Maintain organized electronic files and team resources (e.g., Sharepoint).
- As needed, track and help manage project timelines, deliverables and priorities on behalf of executives.
- As needed, provide light project management support to ensure key initiatives stay on track.
- As needed, follow up on action items and help drive completion across teams.
Compensation
Hourly Range: $32.80 – $54.64 plus eligibility for annual bonus programs