Executive Assistant

Who We Are

Risk Transfer Advisory Group (RTA), LLC is an investment holding company who is reimagining employee benefits, insurance/risk, outsourced HR services, and financial services, with a people first model. We are passionate about building a network of growing, innovative and ambitious independent organizations to ignite growth through partnerships. At RTA we are committed to our people first culture, where our team feels accepted for who they are and valued for their impact on our Purpose of delivering what matters through authentic connections and relentless accountability. We believe we get great results because of great people. We continually strive to create a workplace culture that equally challenges and supports our team to step outside their comfort zones and promotes creativity and participation. Our foundation is made up of our following core values which authentically define how we serve, behave, and interact on a day-to-day basis: STACK

Servant's Heart Trust Accountability Curiosity Kaizen

Benefits of Working at Risk Transfer Advisory Group

• We believe you bring your whole self to work, and we care about your professional, personal, and well-being growth.
• Full support and career development resources to expand your skills, enhance your expertise, and maximize your potential along your career journey.
• A diverse and inclusive community of belonging, where you will be empowered to bring ideas to the table and encouraged to take initiative.
• Generous Total Rewards Plan comprising of:
  • Health, Medical, Dental Vision, Life benefits
  • Employer paid STD and LTD
  • 401k
  • Unlimited PTO
  • Schedule flexibility with remote work environment

Who We are Looking For

In terms of cultural fit, you must be self-motivated, open minded, and curious. You are energized by being a part of an organization focused on service excellence. We're a high growth, mission-oriented company (with killer benefits) and we're looking for an amazing, full-time Executive Assistant to join our team of A Players and support our CEO. If you are a highly organized administrative professional with experience supporting C-Level Financial Executives and the curiosity to play with technology tools that make you exponentially more productive, read on to learn more about this exciting opportunity! Additionally, you thrive in a team environment with a proactive approach to collaboration, supporting others, and sharing ideas.

Position Summary

As the Executive Assistant (EA), you will provide comprehensive administrative support to the CEO and other senior leadership staff. You will be a proactive problem solver, highly organized, with exceptional communication skills and meticulous attention to detail. Additionally, you will be adept at utilizing cutting-edge technology, including artificial intelligence (AI), to streamline processes, enhance productivity, and optimize decision-making.

The Mission of the Executive Assistant:

Your main priority is to stay five steps ahead of the CEO, tracking all of the administrative details, and clearing the path to make the greatest contribution to our business. The Executive Assistant will be a key asset by anticipating needs at an exceptionally high level, allowing the CEO to develop vision and strategy for all aspects of the organization at Risk Transfer Advisory Group so we can reach our revenue and profitability goals.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO's needs and the needs of business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the CEO's initiatives. In the rapidly transforming business climate we live in today with the revolutionary capabilities of AI and Machine Learning tools, we are looking for a process-oriented, automation FANATIC who can enable the CEO to automate as much as possible

Essential Responsibilities and Duties

• Manage CEO's calendar, scheduling appointments, and coordinating meetings with internal and external stakeholders.
• Utilize AI-powered tools to automate routine tasks, analyze data, and generate insights to support strategic decision-making.
• Meeting management to include researching participants and preparing detailed individual profiles through a thorough search of the individuals who are participating in a video call, phone call or meeting. Preparing agendas, printing financial reports, taking notes, distributing action items, and arranging events from beginning to end with different representatives within the organization.
• Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO and Finance Team.
• Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
• Partner with our licensing and appointment vendor to ensure the CEO is administratively keeping up with our state compliance requirements and documentation as well as insurance carrier appointments, utilizing real-time collaboration and document sharing through Microsoft and/or Monday.com. Assist in preparing presentations, reports, and correspondence, leveraging AI-driven software for efficient creation and customization. Monitor and prioritize emails, respond to inquiries and forward relevant messages to the CEO.
• Coordinate travel arrangements, including flights, accommodations, and ground transportation.
• Collaborate with partner firm teams to facilitate project coordination and timely completion of deliverables.
• Perform clerical and administrative tasks including drafting letters, emails, invoices, reports, and other documents.
• Utilize AI-powered tools to draft communications and distribute on behalf of CEO.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
• Schedule and attend meetings, capturing notes and key action.
• Perform office tasks including maintaining records, ordering supplies, and completing expense reports.
• Lead coordination of podcast guest scheduling, podcast production editing, and coordination with internal marketing resources to drive increase in engagement in Culture Champions Podcast.
• Complete ownership of podcast episode scheduling, production, post-production editing and ensuring the guest receives marketing assets to market to their audience.
  • Success = Podcast Published Every other week + all social assets. Managing and owning the entire process, including podcast recording, editing, posting, Shownotes, social clips, video creation, and YouTube posting
  • Scheduling
    • Podcast guest scheduling & outreach; CEO has a playbook for guaranteed success in scheduling high profile guests.
    • Logging in as CEO, posting on YouTube, Twitter and LinkedIn 3 days per week.
    • Sending guests promo materials for them to use on their own websites (Following already created S.O.P.)

Key Proficiencies

Quality Communication: The executive assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Slack messages, text messages and/or emails.

High Level of Discretion: Since our executive assistant will regularly work with confidential information, discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with the CEO, the executive assistant will also work with members of the Finance Team and several other executive assistants from other departments. The ability to collaborate and communicate well with these team members and maintain a can-do spirit is critical.

Anticipating Needs: As a part of our commitment to enabling our CEO to serve our company and clients, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible.

Affinity for Technology: Our executive assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Expensify, Slack, Zoom, Google Suite, Asana, Microsoft Office Suite.

Required Skills/Abilities

• Demonstrated ability to behave consistently with the company's Purpose and Core Values.
• Ability to develop and maintain collaborative, authentic relationships with all levels within the organization, partner firms, and clients.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize competing demands effectively.
• Ability to effectively address issues and opportunities creatively and strategically.
• Proactive problem-solving skills and a resourceful mindset to anticipate needs and resolve issues efficiently.
• Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of this position with the ability to resolve issues independently, even in the absence of information.
• Ability to handle difficult conversations and resolve conflict.

Education/Experience

• Bachelor's degree in business administration, communications, or a related field.
• Proven experience as an executive assistant or similar role.
• Advanced level of expertise utilizing Chat GPT.
• Proficient in other AI-driven productivity tools and software and a deep innate curiosity to learn about how AI can improve the productivity of the organization.
• Ability to adapt to evolving technologies and learn new AI applications quickly.
• Proven track record of project management experience.
• Demonstrated discretion and professionalism in handling confidential information and interactions with senior leaders.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Professional demeanor and ability to defuse sensitive situations in a calm manner.
• Ability to work in a fast-paced environment and ability to handle multiple tasks simultaneously.

Work Environment:

• This position operates in a remote home office, professional environment.
• This position routinely uses standard office equipment such as computers, phones, and photocopiers/printers.
• Availability for in-person team meetings on occasion.
• Travel within the US less than 10% of the time.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement: Risk Transfer Advisory Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.