Panorama Insurance Associates is a fast-growing, innovative organization committed to growth, operational excellence, and creating opportunities for employees and affiliates. The Executive Assistant will provide high-level administrative support to the Chief Operating Officer, assisting with executive administration, reporting, communications, document preparation, and special projects while upholding Panorama’s core values.

Responsiblities

Executive Support & Administration 

·       Manage and maintain the COO’s calendar, schedules, appointments, and meeting priorities. 

·       Provide comprehensive administrative support to the COO on a daily basis. 

·       Coordinate meetings, prepare agendas, and facilitate follow-up on action items. 

·       Review, organize, prioritize, and draft responses to email correspondence and general inquiries. 

·       Maintain strict confidentiality regarding sensitive business, employee, and organizational information. 

 Reporting & Documentation 

·       Prepare professional presentations, reports, spreadsheets, and business correspondence. 

·       Coordinate monthly departmental reporting packages and compile information into meaningful reporting formats. 

·       Draft, edit, and proofread documents, communications, and other business materials. 

·       Ensure accuracy, consistency, and quality of all executive-level documentation. 

 Project & Operational Support 

·       Assist with vendor and carrier contract administration, including data entry, tracking, filing, and record maintenance. 

·       Support organizational projects, initiatives, and process improvement efforts. 

·       Conduct research and gather information to support executive decision-making. 

·       Assist with special projects and other assignments as directed by the COO. 

 Communication & Collaboration 

·       Serve as a professional point of contact between the COO and internal or external stakeholders. 

·       Foster positive working relationships across departments and business partners. 

·       Support effective communication and coordination of organizational priorities. 

Other Duties

·       Perform additional responsibilities, tasks, or projects as assigned; duties may evolve over time with or without notice.

Qualifications

·       High school diploma or equivalent required.

·       Education and Experience 

 Required Qualifications 

·       Minimum of two (2) to three (3) years of administrative experience. 

·       Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. 

·       Excellent written and verbal communication skills. 

·       Exceptional organizational skills with strong attention to detail. 

·       Ability to manage multiple priorities and meet deadlines in a fast-paced environment. 

 Preferred Qualifications 

·       Bachelor’s degree in Business, Communications, or a related field. 

·       Previous Executive Assistant experience supporting senior leadership. 

·       Insurance industry experience. 

·       Knowledge of entity maintenance and corporate documentation. 

·       Experience working with contracts, compliance documentation, and business operations. 

Benefits 

• Medical: HSA, PPO, and EPO options; base plan covered at 95% by employer. 
• Dental: PPO plans with options for zero employee premium. 
• Vision: PPO plan at no cost to the employee. FSA: Medical and Dependent Care FSA available. 
• HSA: $1,000 annual employer contribution for eligible plans. 
• Disability Insurance: Long‑term and short‑term disability provided at no cost. 
• Life & AD&D: Employer‑paid; voluntary life options available. 
• Supplemental Coverage: Critical Illness and Hospital Indemnity policies offered. 
• Identity Theft Protection: Provided at no cost. 
• Employee Assistance Program: Available at no cost to all household members. 
• 401(k): 100% employer match up to 5% of earnings. 
• Time Off:  
• Exempt employees: Flexible (unlimited) time off. 
• Non‑exempt employees: PTO accrual. 
• Paid Holidays: 12 paid holidays annually. 
• Work Flexibility: Hybrid and in‑office options. 
• Professional Development: Licensing, accreditation, and structured growth opportunities.