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.