Senior Executive Assistant

Job Type:
Permanent

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Senior Executive Assistant

Role Purpose:

The Senior Executive Assistant provides high-level, proactive support to the Group Chief Marketing and Revenue Officer, enabling them to operate effectively across a complex global remit.

The role manages the CMRO’s diary, inbox, travel, meetings and executive administration. Acting with significant autonomy, discretion and judgement, the Senior Executive Assistant anticipates needs, manages access and information flow, coordinates senior stakeholders and ensures that the CMRO is well prepared for their commitments.

The Senior Executive Assistant works closely with the Business Manager. The Business Manager coordinates business priorities, governance and delivery across the Group Marketing and Revenue Office; the Senior Executive Assistant ensures that the CMRO’s time, meetings, information and logistics are managed effectively.

As the function develops, the role may provide agreed support to other senior leaders. Any material expansion of responsibilities will be considered against capacity and business priorities.

Key Accountabilities:

1. Executive Support and Prioritization

- Proactively manage the CMRO’s complex diary, inbox and commitments in line with priorities agreed by the CMRO and Business Manager.

- Use sound judgment to manage access, prioritize requests and protect the CMRO’s time.

- Anticipate deadlines, travel requirements and scheduling conflicts, resolving issues or escalating them appropriately.

- Manage correspondence and information flow, directing requests to the right person and drafting routine communications where required.

- Prepare schedules, itineraries and relevant background information for meetings, visits and stakeholder engagements.

- Handle confidential, sensitive and commercially important information with discretion and in accordance with Hiscox policies.

2. Meetings, Governance and Executive Materials

- Administer the calendar of leadership meetings, governance forums and executive engagements.

- Coordinate invitations, agendas, paper deadlines, meeting packs, locations, technology and logistics.

- Compile and quality-check papers and briefing materials, ensuring they are complete, accurate, professionally presented and circulated on time.

- Record decisions, actions, owners and deadlines where required, maintaining central logs and escalating overdue items to the Business Manager or meeting chair.

- Maintain effective document-management and version-control arrangements for executive materials.

- Coordinate the administrative and logistical requirements for leadership off-sites, town halls, executive visits and other senior-team activities.

The Business Manager or meeting chair determines the purpose, agenda, required decisions and substantive content of meetings. The Senior Executive Assistant coordinates the administration, materials and records. Delivery of actions remains the responsibility of the named business owner.

3. Stakeholder, Travel and Event Coordination

- Act as the principal coordination point for access to the CMRO, handling requests promptly and professionally.

- Build strong working relationships with the Group Marketing and Revenue Leadership Team, Group Executive Committee and Board offices, external partners and the global EA community.

- Coordinate stakeholder meetings, correspondence, visits and administrative follow-up on behalf of the CMRO.

- Work closely with the Group CEO’s office and other executive assistants to coordinate diaries, events and information requirements.

- Plan complex domestic and international travel, including itineraries, accommodation, transport, documentation and contingency arrangements.

- Coordinate the end-to-end logistics for executive events, meetings, off-sites and stakeholder engagements.

- Refer matters requiring strategic judgment, business prioritization or organizational commitments to the Business Manager or relevant accountable leader.

4. Executive Office Administration

- Maintain effective administrative systems for the CMRO Office, including calendars, contacts, distribution lists, meeting records and document repositories.

- Process expenses, invoices, purchase orders and supplier administration within agreed authority.

- Coordinate the administrative elements of senior recruitment and onboarding.

- Provide agreed support to other senior Marketing and Revenue leaders where capacity allows.

- Work with other EAs to provide appropriate cover and continuity of executive support.

- Identify and implement improvements to executive-support processes, templates and ways of working.

- Use Microsoft 365, collaboration platforms and AI-enabled productivity tools appropriately to improve administrative quality and efficiency.

Required Experience:

- Significant experience providing high-level executive support to a C-suite executive, Executive Director or equivalent senior leader in a complex organization.

- Demonstrable experience managing complex diaries, inboxes and executive commitments across multiple priorities and time zones.

- Experience coordinating senior leadership and governance meetings, including agendas, papers, minutes, decisions and action records.

- Proven experience organizing complex domestic and international travel, executive events and leadership activities.

- Experience liaising confidently and professionally with Executive Committee members, Board-level stakeholders and senior external contacts.

- Experience handling confidential, sensitive and commercially important information with discretion and sound judgment.

- A track record of anticipating and resolving administrative, scheduling and logistical issues in fast-moving or ambiguous environments.

- Experience producing and quality-checking high-standard correspondence, presentations, briefing packs and executive documents.

- Experience improving administrative processes and introducing more efficient ways of working.

- Advanced experience using Microsoft 365 and collaboration tools.

Key Skills and Capabilities:

- Exceptional organization and time-management skills, with the ability to manage multiple competing priorities.

- Strong judgment, including the ability to distinguish between matters that can be resolved independently and those requiring escalation.

- Excellent written and verbal communication skills.

- The ability to build trusted relationships with senior leaders, EAs and external stakeholders.

- A high degree of discretion and professionalism.

- Strong attention to detail and commitment to accuracy.

- The ability to anticipate needs and identify potential issues before they affect executive commitments.

- Confidence working across multiple time zones and with colleagues from different markets and functions.

- The ability to remain calm, flexible and solutions-focused when priorities or plans change.

- Advanced capability in Outlook, Word, PowerPoint, Teams, SharePoint and other relevant collaboration tools.

- Confidence using AI-enabled productivity tools appropriately to improve executive-support quality and efficiency.

- A continuous-improvement mindset focused on executive support and administrative processes.

- The confidence to constructively protect the CMRO’s time while maintaining positive stakeholder relationships.

- The ability to work collaboratively with a Business Manager, maintaining clear role boundaries and avoiding duplication.

Desirable Experience:

- Experience supporting a newly established, expanding or evolving executive function.

- Experience working in a global or matrix organization.

- Experience supporting governance processes involving Executive Committees or Boards.

- Experience coordinating closely with a Group CEO’s office or equivalent senior corporate office.

- Experience supporting senior recruitment and onboarding.

- Experience introducing digital, automation or AI-enabled tools into executive-support processes.

- Experience contributing to a professional EA network or sharing best practice across an administrative-support community.

Location and Working Pattern:

This is a full-time role based in Manhattan. The role normally requires office attendance two to three days per week, with additional attendance where needed to support executive commitments, leadership meetings and business events.

Given the international scope of the role, occasional flexibility outside standard working hours may be required to support different time zones, urgent executive priorities or international travel.

Hiscox Values:

At Hiscox our spirit is in Challenging Convention and everything we do is guided by our Values.

- Courage: Dare to take a risk
- Ownership: Passionate, commercial and accountable
- Integrity: Do the right thing, however hard
- Connected : Together, build something better
- Human: Clear, fair and inclusive

Salary Range: $90-$124k

The actual salary for this position will be determined by a number of factors, including the scope, complexity and location of the role; the skills, education, training, credentials and experience of the candidate; and other conditions of employment .

What Hiscox USA Offers:

- Competitive salary and bonus (based on personal & company performance)
- 401(k) with competitive company matching
- Comprehensive health insurance, vision, dental and FSA plans (medical, limited purpose, and dependent care)
- Company paid group term life, short- term disability and long-term disability coverage
- Paid parental leave
- 4 week paid sabbatical after every 5 years of service
- Financial Adoption Assistance and Medical Travel Reimbursement Programs
- Annual reimbursement up to $600 for health club membership or fees associated with any fitness program
- Recipient of 2024 Cigna’s Well-Being Award for having a best-in-class health and wellness program
- Dynamic, creative and values-driven culture
- Modern and open office spaces, complimentary drinks

About Hiscox USA:

Hiscox USA was established in 2006 to focus on the needs underserved and specialty commercial clients via both the regional broker and direct distribution channels and is today the fastest-growing business unit within the Hiscox Group.

Today, Hiscox USA has a talent force of about 400 employees mostly operating out of 6 major cities. Hiscox USA offers a broad portfolio of commercial products, including technology, cyber & data risk, multiple professional liability lines, media, entertainment, management liability, crime, kidnap & ransom, commercial property and terrorism.

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