Executive Assistant

About Falvey Insurance Group

A Culture of Collaboration

Falvey’s culture is grounded in collaboration and connection. We intentionally bring perspectives together, knowing that strong teamwork leads to better outcomes and shared success.

As we’ve grown to more than 200 employees, we’ve remained intentional about preserving close collaboration across teams and recognizing the individuals who make our work possible. Through meaningful employee recognition, career development planning, and opportunities to connect, we invest in strong relationships that support our people and help them thrive.

Summary of the Position

Falvey Insurance Group is one of the largest Marine Insurance MGAs in the country, built on a foundation of technology and operational excellence.

This is not a traditional Executive Assistant role, it is a high-impact position designed for someone who operates with speed, precision, and strong judgment.

In this role, you will do more than support an executive, you will partner with them. You will anticipate needs, stay ahead of priorities, and proactively address challenges before they arise. You bring structure to complex, fast-moving environments, create clarity where needed, and ensure critical initiatives stay on track.

Success in this role requires initiative and ownership. You are someone who takes the lead, makes informed decisions, and consistently drives outcomes without waiting for direction.

Position Functions

• Own and aggressively optimize complex executive calendars. Protecting their time and prioritizing what truly matters
• Coordinate and execute travel with precision, including contingencies and last-minute changes
• Run meeting operations end-to-end: scheduling, agendas, materials, and follow-through
• Manage high-volume, high-priority communication across email, phone, and internal channels
• Track, prioritize, and drive follow-ups to ensure timely completion of all items
• Prepare executive-level materials, reports, and presentations
• Act as a central point of coordination across teams and external partners
• Identify gaps, inefficiencies, and friction; and fix them without being asked
• Handle highly sensitive information with absolute discretion

Knowledge, Skills, and Abilities

The candidate should be customer service orientated, demonstrate a positive attitude and the ability to share knowledge and work effectively in a team environment with all levels of company staff. Possesses strong professional verbal and written communication skills, strong mathematical skills, strong time management and organizational skills; and analytical and problem-solving skills with the ability to manage and prioritize multiple projects independently in a fast-paced office environment. And posses a high level of discretion and confidentiality. The candidate should have a strong work proficiency in Microsoft Office (Outlook, Excel, and PowerPoint) as well as other tools and systems like expense platforms, scheduling tools, and collaboration software. An ability to quickly learn, adapt, and implement new technology.

Minimum Requirements

• 5+ years supporting senior executives in a fast-paced, high-expectation environment
• Highly proactive - you anticipate, act, and follow through without prompting
• Operate with urgency and accountability; you move fast and get it right
• Exceptionally organized with strong attention to detail
• Clear, direct, and confident communicator
• Able to manage competing priorities and pivot quickly
• High level of discretion, judgment, and professionalism
• Comfortable pushing back, prioritizing, and making decisions
• You view the executive as a partner, not just someone you support

Measures of Success

• Executives are fully focused on strategic work, not logistics
• Priorities are clear, aligned, and consistently moving forward
• Problems are solved before they are visible to others
• Communication is tight, direct, and efficient
• You operate independently and are trusted to make judgment calls

Physical Requirements

Must be able to sit and work quietly for extended periods of time, operate a computer, and answer and communicate on a telephone.

Supervisory Responsibilities

• None

Working Conditions

Business-casual fast paced multi-tasking office environment.

Hours of Operations

This position supports our marketing efforts internationally. This position's work hours are Monday through Friday 9am - 5pm, in a hybrid work environment. Our hybrid environment is 3 days within our business-casual office environment. Of these 3 days in the office, Wednesday and Thursday are required, and employees may work from home the other 2 days. Our employees choose their schedule. This position requires occasional flexibility for working additional hours to accomplish project objectives.

The pay range for this role is:
60,000 - 70,000 USD per year(Headquarters)