Executive Assistant and Office Manager

MS Reinsurance is a global reinsurer domiciled in Switzerland with underwriting offices in Zurich, Bermuda, Miami, and New York. The company underwrites non-life treaty reinsurance solutions worldwide through its Americas, International, and Specialty Lines business units. As part of the MS&AD insurance group, MS Reinsurance combines reliability and agility to support its clients.

We are seeking an exceptionally organized, proactive, and dynamic Executive Assistant to provide high-level administrative and operational support to the North America Chief Underwriting Officer. The role will serve as a primary gatekeeper, communications liaison, and coordinator across global teams, brokers, and institutional clients while supporting the CUO's strategic priorities.

Alongside executive support, this position owns day-to-day office management and general administration, ensuring the workspace operates smoothly and efficiently. MS Reinsurance offers an entrepreneurial, collaborative, progressive, empowering, and responsible culture with opportunities to drive change and develop professionally.

Applicants must be eligible to work in the United States. Salary range: $80,000-$120,000 annually.

• 5+ years of experience supporting C-level or senior executives, preferably within reinsurance, insurance, or financial services.
• Prior experience in office management.
• Excellent oral and written communication skills.
• Highly professional and reliable.
• Excellent organizational skills, with an exceptional ability to plan, prioritize, anticipate, and solve problems.
• Ability to work effectively under pressure and familiarity with fast-paced work environments.
• Flexible, proactive team player who can work independently with strong accuracy and sharp attention to detail.
• Ability to maintain complete confidentiality and high professionalism.
• Ability to develop and maintain excellent relationships with internal and external stakeholders.
• Ability to comply with internal MS Reinsurance policies and procedures.
• Awareness of regulatory and legal compliance requirements in accordance with MS Reinsurance procedures.
• Proficiency in MS Office tools, including Word, Excel, and PowerPoint.
• Experience with Power BI and modern travel management tools is preferred.

• Manage a complex calendar, keeping it accurate while anticipating needs, planning strategically, and prioritizing when necessary.
• Take incoming calls from internal and external stakeholders.
• Schedule and coordinate internal and external meetings, including virtual meetings, and prepare and circulate meeting materials.
• Attend key meetings, take minutes and notes, obtain approval, circulate them, and communicate and follow up on meeting takeaways.
• Engage with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker or client meetings.
• Welcome visitors as required.
• Plan, arrange, and coordinate business travel, including visa requests, documentation, accommodations, and transportation.
• Plan, organize, and coordinate internal and external company or senior leadership team events.
• Serve as the CUO's administrative liaison with direct reports and external stakeholders.
• Assist with various ad hoc tasks.
• Oversee daily office operations and supplies to maintain a productive work environment.
• Source, manage, and coordinate with external office vendors, service providers, and suppliers.
• Support and cover front desk or reception tasks as needed.
• Process incoming mail.
• Prepare expense reports and support expense budget management.