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Exec Admin Assistant to OCEO Full-time

at Nationwide Mutual Insurance Company in Ohio (Published at 11-01-2019)

If you?re passionate about becoming a Nationwide associate and believe you have the potential to be something great, let?s talk.

Number 54 on the Fortune Magazine 100 Best Places to Work.

Under very limited direction, provides a wide variety of confidential, detailed and complex administrative support. Regularly coordinates meetings and makes the most detailed business and other travel arrangement decisions for the executive and staff. Plans, organizes and schedules own work, and may coordinate the work of other administrative assistants in the office. Composes and sends internal and external correspondence and interacts with external contacts; maintains and updates office records; compiles the most complex information for reports and presentations; answers and responds to telephone calls and emails; and manages detailed work and personal calendar for leader(s) and their staff. Serves as a formal lead/mentor to other administrative assistants in the office.

Job Description

Reporting Relationships: Reports to an Office of the Chief Executive Officer (OCEO) level executive. Placement into this administrative assistant job is determined by the job duties regularly assigned and the reporting level supported.

Core Duties and Responsibilities:

  • Proactively manages the executive?s work and community involvement, internal and external Boards, and personal calendars for both work life balance and more effective use of executive's time. Comfortable with all aspects of calendar and meeting administration. Makes travel decisions that best fit executive's style and calendar (i.e., time of flight, ground transportation, hotel preferences). Makes mid-trip changes quickly when circumstances warrant. Makes travel arrangements for the executive(s) and their staff.
  • Screens communications for action items and due dates, bringing key items to the executive?s or staff's attention. Initiates necessary actions (e.g. follow-ups, prioritizations, action required, etc.). Prints large attachments for ease of reading and documentation. Responds for the executive. Knows and regularly implements executive's style into all communications. Receives messages and reports from executive's staff and communicates to OCEO member on their behalf.
  • Provides assistance with office procedures or processes that help the team be more productive and efficient.
  • Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for proper reporting. Assists office budget coordinator with forecasting and planning. Quarterly BCR analysis. Manages budget for meeting planning. Quality checks invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. Typically impacts multiple budgets. Higher level financial impact.
  • Takes on an informal administrative subject matter expert role within the department for other administrative assistants and provides support.
  • Keeps current with Nationwide procedure changes, HR policy changes, business environment, etc. that impact department level plans.
  • May lead special projects.
  • Performs other duties as assigned.

Typical Skills and Experiences:

Education: High school, vocational or technical business school studies in secretarial science. Undergraduate level coursework beneficial.

License/Certification/Designation : Administrative professional certification(s) a plus. Such as Certified Administrative Professional (CAP), Certified World Class Assistant (CWCA), Certified Executive Administrative Professional (CEAP).

Experience: Typically 10 or more years related administrative assistant / secretarial experience, including at least 6 years of Nationwide experience at the executive support level.

Knowledge: Knowledge of company policies and organizational structure (Board of Directors, field and staff operations). Office planning and administration, and corporate procedures and policies knowledge. Knowledge of insurance/financial services concepts and terminology and business acumen

Skills/Competencies: Decision-making skills to evaluate, recommend, and implement solutions to work processing and office management problems. Verbal and written communication skills to correspond and interact with all levels of leaders and associates, the Board of Directors, external company executives, external Boards, customers, and other contacts. Ability to proofread own work and work of others for content and format accuracy. Intermediate mathematical calculation skills. Expert ability to operate personal computer and business software including MS Office Suite (Word, Excel, PowerPoint, Access), Outlook, Skype, ePro, Concur, Egencia, HRIS, MyTime, relationship management and ability to build effective business relationships, political savvy.

Other criteria, including leadership skills, competencies and experiences may take precedence.

Staffing exceptions to the above must be approved by the hiring manager?s leader and HR Business Partner.

Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.

Job Conditions:

Overtime Eligibility: Not Eligible (Exempt)

Working Conditions: Occasional travel. Nonstandard or extended time as needed based on workflow and project needs.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

Evaluation Activity: DRC 8/2017

Additional Job Description

This role is Compensation Grade E3 and will support the EVP Chief Legal Officer

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