Operations / Executive Assistant

Brown & Brown is seeking an Operations / Executive Assistant to join our growing team in Chicago, IL! 

The Executive Assistant, you will deliver high quality administrative and operational/facilities support to the U.S. Leadership team while managing daily office and administration services at the U.S. office locations. 

How You Will Contribute: 

• Managing Executive schedules including outlook calendars, consistent review of meeting schedules, confirm virtual or in-person meetings and schedule travel.  

• Set up meeting agendas, prepare materials, take minutes and follow up on action items. 

• Creates effective PowerPoint presentations and assists in research as needed. 

• Responds to formal legal and financial needs by securing required signatures, and processing/distributing final documentation to key internal and external parties. 

• Performs administrative analyses which require a degree of independent decision making. 

• Support team members with items needed to perform job functions - mail, shipping, printing, IT equipment/Technical support, office supplies. 

• Organize in-office meetings – assist with collecting and organizing meeting agendas, attendee lists, determining setup and technology needs, ordering food, pick-up/drop-off as needed, travel arrangements. 

• Maintains vendor service contracts for office needs – copier/printing, shredding, internet services, parking facilities cleaning services and supplies. 

• Oversee office configuration with UK facilities team, set up and furniture selection needs. 

• Manage onsite relationship with building operations management (all US offices) regarding office needs, repairs, replacements and other infrastructure needs 

• Support and collaborate with Finance, IT, Operations, and Marketing teams (UK and US) to enhance support for the leadership team. 

• Participates in and provides administrative support on special projects and events and reporting. 

Skills & Experience to Be Successful: 
 

• College degree (Preferred) 

• IT literacy including advanced skills in Word, Excel, PowerPoint, Outlook and other Microsoft Office applications 

• Excellent organizational skills and the ability to multi-task 

• Ability to work under pressure as part of a small team 

• Excellent communication skills 

• Attention to detail and deadlines 

• Ability to maintain and develop good working relationships at all levels 

• Excellent time management 

• Accurate record keeping 

• Confident and able to work on own initiative and with limited supervision