Executive Assistant and Office Manager

About MS Reinsurance

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 on a worldwide basis through its three business units: Americas, International, and Specialty Lines. As part of the world-leading insurance group MS&AD, MS Reinsurance combines reliability and agility to make its clients’ businesses stronger. With a drive to move quickly and a commitment to long term partnership, MS Reinsurance supports its partners with the momentum and stability they can build on.

About the role

We are seeking an exceptionally organized, proactive, and dynamic Executive Assistant to provide high-level administrative and operational support to our North America Chief Underwriting Officer (“CUO”). In the fast-paced reinsurance environment, you will act as a primary gatekeeper, communications liaison, and seamless coordinator across global teams, brokers, and institutional clients. The Executive Assistant will support the CUO in meeting their strategic priorities and help ensure best practice is encouraged and followed. Alongside supporting the CUO, this role takes ownership of day-to-day office management and general administration, ensuring our workspace runs smoothly and efficiently.

Key responsibilities

Diary Management, Meetings and Business Travel

• Dynamic Calendar Management: Manage a complex calendar ensuring it is accurate at all times; anticipate and plan strategically; prioritize when necessary.
• Stakeholder Communications: Take incoming calls from internal and external stakeholders.
• Meeting Coordination: Schedule and coordinate internal and external meetings, including via virtual platforms; produce material for meetings and circulate as requested.
• Minutes & Takeaways: Attend key meetings and take minutes and notes for approval and circulation; ensure takeaways from meetings are communicated to and followed up with relevant stakeholders.
• Project Support: Engage and consult with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Executive Briefings: Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker/client meetings.
• Visitor Hospitality: Welcome visitors as required.
• Travel Management: Plan, arrange, and coordinate business travel and all.
• Travel-related activities, including visa requests, necessary documentation, hotel/accommodation, and transport.
• Event Planning: Plan, organize, and coordinate internal and external Company or senior leadership team events.
• CUO Liaison: Serve as the CUO’s administrative liaison with all their direct reports and external stakeholders.
• Ad-hoc Tasks: Assist in various ad-hoc tasks.

Office Management & General Administration

• Office Coordination: Oversee daily office operations and supplies to maintain a productive work environment.
• Facilities Management: Source, manage, and coordinate with external office vendors, service providers, and suppliers to ensure seamless service delivery.
• Flexible Front Desk Support: Maintain operational agility to support and cover front desk/reception tasks as needed, depending on the configuration and requirements of our new office space.
• Mail Operations: Process incoming mail.
• Expense Management: Prepare expense reports and support in expense budget management.

Your Profile

• 5+ years of experience supporting C-level or senior executives, preferably within reinsurance, insurance, or financial services.
• Prior experience in office management.
• Communication: Excellent oral and written communication skills.
• Work Style: Highly professional and reliable.
• Execution: Excellent organizational skills; exceptional ability to plan, prioritize, anticipate, and solve problems.
• Resilience: Ability to work effectively under pressure and familiarity with fast-paced work environments.
• Teamwork: Flexible, proactive team-player who is equally able to work independently with strong accuracy and sharp attention to detail.
• Professional Standards: Always maintain complete confidentiality and high professionalism.
• Relationship Building: Develop and maintain excellent relationships with internal and external stakeholders.
• Internal Compliance: Conduct themselves at all times in accordance with internal MS Reinsurance policies and procedures.
• Regulatory C…