Executive Assistant

About Patra

Patra is a leading provider of technology-enabled insurance outsourcing services and AI-powered software solutions. Patra powers insurance processes by optimizing the application of people and technology, supporting insurance organizations as they sell, deliver, and manage policies and customers through our PatraOne platform. Patra's global team of over 6,500 process executives in geopolitically stable and democratic countries that protect data allows agencies, MGAs, wholesalers, and carriers to capture the Patra Advantage – profitable growth and organizational value.

Position Summary:
 The Sr. Administrative Assistant will serve as a critical extension of the CEO, managing complex administrative operations while enabling the CEO to focus on high-impact strategic initiatives. This role requires exceptional organizational skills, advanced technical proficiency, and the ability to anticipate needs, manage multiple priorities, and execute tasks independently. Beyond core administrative duties, this position is responsible for optimizing executive workflows, triaging information, and supporting communications between the CEO and internal teams or strategic partners. The ideal candidate will combine proven executive support expertise with strong CRM management capabilities to help manage the CEO's strategic sales objectives, while continuously improving efficiency and reducing the CEO's operational load.

Key Responsibilities

Administrative and Scheduling Support

• Manage a complex, high-volume calendar, prioritizing commitments to align with the CEO's strategic objectives.
• Coordinate extensive domestic and international travel, including multi-leg itineraries and logistical arrangements.
• Prepare agendas, briefing documents, and post-meeting follow-up actions for strategic engagements.

Strategic Stakeholder Coordination

• Serve as a point of contact for external partners related to strategic initiatives, ensuring seamless scheduling, communication, and follow-up.
• Prepare the CEO with relevant materials, data, and background information ahead of all partner and customer meetings.
• Track deliverables and ensure timely completion of follow-up actions.

Presentation and Reporting Support

• Create, refine, and maintain high-quality PowerPoint presentations and Excel reports for strategic, investor, and partner meetings.
• Ensure all deliverables are accurate, on-brand, and completed ahead of deadlines.

File and Document Management

• Develop and maintain organized digital filing systems with strong version control.
• Ensure immediate retrieval and secure storage of sensitive materials.

CRM and Sales Support

• Maintain accurate, up-to-date CRM records for CEO's strategic accounts, partner opportunities, and sales initiatives.
• Support the CEO's sales efforts by preparing reports, tracking deal stages, and monitoring follow-up activities.
• Generate and maintain dashboards and activity reports that inform sales strategy and executive decision-making.

Confidentiality and Professional Representation

• Handle sensitive information with the highest level of discretion.
• Represent the CEO's office professionally with both internal teams and external stakeholders.

Qualifications

• Experience in the insurance industry with understanding of insurance concepts and vocabulary sufficient to support and represent the CEO with key corporate strategies.
• Advanced proficiency in Microsoft PowerPoint, Excel, Outlook, and file management systems.
• Experience managing CRM systems (HubSpot, Salesforce, or similar) to support strategic sales and business development initiatives.
• Proven ability to manage complex scheduling, extensive travel arrangements, and multiple competing priorities.
• Strong written and verbal communication skills with exceptional attention to detail.
• Demonstrated judgment and discretion in handling sensitive matters.

Key Competencies

• Anticipatory Mindset: Proactively identifies and resolves issues before they affect priorities.
• High Accountability: Delivers on commitments without repeated oversight.
• Operational Discipline: Maintains consistency and organization across all workflows.
• Business Acumen: Understands the connection between administrative execution and strategic business outcomes.

Success in This Role Will Mean:

• The CEO's administrative workload is significantly reduced, allowing focus on growth and vision objectives.
• Strategic sales initiatives are fully supported through accurate CRM management and timely follow-up.
• Meetings, travel, and deliverables run without conflict or last-minute disruption.
• Stakeholders experience professional, efficient, and seamless interactions.

Candidate Success Profile

Top 5 Success Indicators:

1. Calendar and travel run without conflicts or last-minute changes.

2. CEO fully prepared for all external engagements.

3. Polished, accurate presentations and reports delivered ahead of deadlines.

4. Digital files organized and easily retrievable.

5. CRM is up-to-date, sales initiatives are tracked, and follow-ups completed.

Non-Negotiable Attributes:

• Anticipatory mindset
• High accountability
• Calm under pressure
• Operational discipline 90-Day Success Snapshot:
• CEO's admin load significantly reduced.
• CRM is organized and driving timely follow-up on strategic opportunities.
• External stakeholders experience seamless coordination.
• File systems fully organized and maintained.

Working Conditions

• Function efficiently in a call center environment
• Ability to work night shift
• Minimum internet speed of 25 mbps download and 25 mbps upload; Directly connected into modem; No satellite

Work Standards

·      Interpersonal Skills:

o  Demonstrates the ability to work well with Patra colleagues and clients and with external organizations

·      Promotes Culture of Respect & Safety:

o  Demonstrates commitment to personal responsibility and value for safety and respect; Communicates concerns

o  Uses and promotes safe respectful behaviors based on training and lessons learned

·      Subject to and expected to comply with all applicable Patra Corp policies and procedures

Patra Corporation is an equal opportunity employer committed to celebrating diversity and creating a safe and inclusive environment for all employees.