Executive Assistant to the CEO

Scottsdale, Arizona

30+ days ago

Job Description

AI Powered. Human Driven.

HDI Global Insurance Company is a commercial property and casualty insurer headquartered in Chicago, IL. As a wholly owned subsidiary of HDI Global SE, we manage the industrial lines division of the Talanx Group. With an international network spanning over 150 countries, we deliver sophisticated domestic and global insurance solutions to U.S.-based multinational and middle-market companies across a wide range of industries.

With Xcelerate29, HDI is shaping its future by becoming a Trusted Global Player, achieving Next-level Excellence, and building a Forward-thinking Organisation. This direction helps HDI Global lead the profitable growth game as a globally connected business, raise the bar every day through stronger underwriting, claims, and investment performance, and win tomorrow by starting today with a lean, fast, resilient, and future-ready organisation. Together, these priorities support profitable growth, sustainable profitability, global consistency, digital transformation, AI acceleration, smart cost leadership, and stronger collaboration across teams and markets. They also reflect our focus on being a workplace of choice by building a future-ready workforce where people learn, grow, adapt to technology change, and contribute to long-term success.

The Executive Assistant to the CEO serves as a trusted business partner and strategic administrative professional responsible for supporting the Chief Executive Officer in managing daily operations, executive priorities, global travel, board activities, communications, and stakeholder engagements. This highly visible role requires exceptional organizational skills, discretion, business judgment, and the ability to coordinate complex domestic and international activities in a fast-paced environment. This is a hybrid position based in Scottsdale, Arizona.

The Executive Assistant acts as the central point of coordination for executive scheduling, travel logistics, expense management, meeting preparation, and executive communications, ensuring the CEO's time is optimized and strategic priorities are effectively supported.

Essential Duties and Responsibilities

Executive Calendar & Schedule Management

Manage and maintain the CEO's complex calendar, including internal and external meetings, board meetings, client engagements, and strategic business reviews.
Prioritize competing requests and proactively manage scheduling conflicts.
Coordinate executive appointments across multiple time zones and global locations.
Ensure the CEO is fully prepared for meetings through agendas, briefing materials, and follow-up actions.

Global Travel Management

Plan and coordinate all domestic and international travel arrangements for the CEO.
Prepare detailed travel itineraries including flights, hotels, ground transportation, visas, and meeting schedules.
Monitor travel disruptions and make real-time adjustments as necessary.
Coordinate travel logistics for key executive leadership meetings and board events.

Board of Directors & Executive Leadership Support

Coordinate Board of Directors and Executive Leadership Team meetings.
Prepare, organize, and distribute meeting materials, presentations, agendas, and minutes.
Track action items and follow-up activities resulting from executive and board meetings.
Manage confidential correspondence and board-related documentation.

Meeting Coordination & Global Time Zone Management

Schedule and coordinate executive meetings across multiple countries and time zones.
Arrange conference rooms, virtual meeting platforms, and supporting technology.
Coordinate logistics for executive off-sites, strategic planning sessions, and leadership meetings.
Maintain accurate records of meeting decisions and follow-up commitments.

Expense Management & Administrative Operations

Prepare and submit executive expense reports accurately and timely.
Monitor and reconcile corporate credit card expenses.
Ensure compliance with company travel and expense policies.
Coordinate invoice approvals, vendor payments, and budget-related administrative activities.

Executive Communications

Draft, proofread, and manage correspondence on behalf of the CEO.
Prepare professional presentations, reports, and executive-level communications.
Screen and prioritize incoming communications and requests.
Serve as a liaison between the CEO and executive leadership, employees, clients, brokers, vendors, board members, and external stakeholders.

Strategic Project Support

Assist with special projects, business initiatives, and strategic planning activities.
Conduct research and compile information for executive decision-making.
Track project milestones and deadlines on behalf of the CEO.
Coordinate cross-functional activities to ensure timely completion of assigned initiatives.

Confidentiality & Stakeholder Management

Handle highly sensitive and confidential information with absolute discretion.
Build and maintain strong working relationships across all levels of the organization.
Represent the CEO professionally and exercise sound judgment in interactions with internal and external stakeholders.

Qualifications

Education

Bachelor's degree preferred.
Equivalent combination of education and relevant experience may be considered.

Experience

7+ years of experience supporting C-suite executives, preferably a CEO, President, or Executive Leadership Team.
Experience coordinating international travel and global executive calendars.
Experience supporting Board of Directors activities preferred.
Experience preparing executive presentations and reports.

Technical Skills

Advanced Microsoft Office Suite skills (Outlook, Word, PowerPoint, Excel, Teams).
Extensive calendar management and meeting scheduling expertise.
Expense reporting and travel management systems experience.
Strong presentation and document preparation skills.

Core Competencies

Executive Presence
Absolute Confidentiality
Strategic Thinking
Superior Organization Skills
Priority Management
Problem Solving
Business Acumen
Professional Communication
Attention to Detail
Relationship Management
Adaptability & Flexibility
Global Time-Zone Coordination
Initiative & Proactive Planning

Compensation and Benefits:

Base salary range for this position is $105,000–$120,000 plus eligibility for a performance-based annual bonus. Actual compensation will be based on experience, education, and geographic location.

We offer a competitive benefits package, including: 401(k) with company match, Paid Time Off, Sick Leave, Medical, Health Reimbursement Arrangement (HRA), Telemedicine, Wellness Program, Employee Assistance Program (EAP), Dental, Vision, Accident & Critical Illness Insurance, Flexible Spending Account (FSA), Dependent Care FSA, Group and Voluntary Life Insurance, Short- and Long-Term Disability, Pet Insurance, Transit and Parking benefits.

Additional Information

HDI Global Insurance Company is an Equal Opportunity Employer. We consider applicants without regard to race, color, religion, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, or sexual orientation.

Applicants must be legally authorized to work in the United States.

Recruitment Agencies: All resumes submitted without prior HR authorization will be considered unsolicited.

HDI Global Insurance Company participates in E-Verify.

Employment is contingent upon successful completion of a background check and drug screen. Testing will be conducted in compliance with applicable state and local laws.

Numbers & Facts

Location

Scottsdale, Arizona

Skills

Administrative Skillsunmatched
Artificial Intelligence (AI)unmatched
Background Investigationunmatched
Board Meetingunmatched
Brokerageunmatched
Budgetingunmatched
Business Skillsunmatched
Business Strategyunmatched
Calendar Managementunmatched
Channel Strategiesunmatched
Commercial Real Estateunmatched
Conference Managementunmatched
Conflict Resolutionunmatched
Corporate Complianceunmatched
Credit Cardsunmatched
Cross-Functionalunmatched
Detail Orientedunmatched
Documentationunmatched
Establish Prioritiesunmatched
Executive Assistant Skills unmatched
Expense Managementunmatched
Expense Reportsunmatched
Hardware Virtualizationunmatched
Industrial Managementunmatched
Insuranceunmatched
Leadershipunmatched
Logisticsunmatched
Logistics Managementunmatched
Mail Processingunmatched
Maintain Complianceunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft Wordunmatched
Operationsunmatched
Operations Managementunmatched
Organizational Skillsunmatched
Plan Meetingsunmatched
Presentation/Verbal Skillsunmatched
Problem Solving Skillsunmatched
Profit & Lossunmatched
Project Trackingunmatched
Proofreadingunmatched
Record Keepingunmatched
Relationship Managementunmatched
Research Skillsunmatched
Sales Managementunmatched
Schedule Developmentunmatched
Strategic Planningunmatched
Technical Supportunmatched
Time Managementunmatched
Travel Industryunmatched
Travel Planningunmatched
Travel Policyunmatched
Underwritingunmatched
Willing to Travelunmatched

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Executive Assistant to the CEO

Job Description

Numbers & Facts

Skills

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