Executive Secretary

Executive Secretary
February 19, 2019 dtric2

DTRIC Insurance is looking to fill the position of Executive Assistant.

As a DTRIC team member, you’ll enjoy a competitive salary, paid vacation and holidays, medical and dental insurance, 401(k) Profit Sharing Plan with employer contribution, preferred insurance rates and more.

Primary Responsibilities: Provide corporate, secretarial and administrative services for the President and Executive Department.

Essential Functions:

  1. Administrative support to:
    • President including:
      • Coordinate and schedule appointments and meetings. Have a working knowledge of this executive’s duties in order to effectively schedule appointments and meetings. Bring attention to any correspondence whether mail or email requiring executive’s attention;
      • Coordinate leadership retreats/planning sessions;
      • Answering and screening telephone calls; and
      • Perform any special assignments requested by President.
  1. Handle information requests and perform clerical functions for all officers and employees in various capacities as follows:
    • Preparation of correspondence and other material including materials of a confidential nature.
    • Manage schedule for Board Room;
    • Monitor parking validations;
    • Arrange and coordinate travel and lodging for senior executives and guests including Hawaiian Airlines, rental car and hotel accommodations;
    • Manage timesheets for executive staff;
    • Maintain Company complaint log;
    • Establish and maintain corporate contracts, consulting agreements and corporate subscriptions.
  2. Provide support to Corporate Secretary and oversee administrative issues relating to:
    • Board of Directors meetings;
    • Annual shareholders meetings;
    • Responsible for corporate seals;
    • Maintain corporate minute books;
    • Issuance of stock; and
    • Annual filing of documents and reports with various agencies.
  1. Send out notices and agendas in accordance with bylaws for shareholder, board and related committee meetings. Responsible for minutes.

Other Functions:

  • Other duties as assigned

Minimum Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills/Knowledge:

  1. Computer literacy and solid working knowledge of MS Office software
  2. Must be organized but flexible
  3. Ability to multi-task
  4. Able to identify the substance of discussions and transcribe the key points
  5. Good communication skills both verbal and written required

Education/Experience: 

  1. Minimum of five years of experience at an executive level or its equivalent
  2. College degree preferred and/or equivalent work experience