Job Description

If you're passionate about being part of a diverse organization that enables a Fortune 100 company to deliver innovative business solutions with excellence, then Nationwide's Legal team could be the place for you! At Nationwide, "on your side" goes beyond just words. Our customers are at the center of everything we do and we're looking for associates who are passionate about delivering extraordinary care.

Join Our Dynamic Team as an Executive Admin Assistant!

This Executive Administrative Assistant role is critical to ensuring seamless execution of various legal, regulatory and governance for the Enterprise Governance and Entity Services Team and the Finance and Complex Risks Transfer Legal Team. Key tasks will include managing Board materials, data entry, supporting execution/filing/management of legal documents, coordinating meetings, and handling mailings and expense reports. The position supports two VPs and their teams by supporting specialized administrative work.

What We're Looking For

Organizational Guru:

Your organizational skills are top-notch, and you can handle disruptions and reprioritizations with ease.

People Person:

You have exceptional interpersonal skills and can communicate effectively with everyone.

Tech Enthusiast:

You're proficient with MS Office (Teams, Planner, Outlook, Word, Excel, PowerPoint, etc.) and embrace new technologies.

Team Player:

Whether working independently or as part of a team, you foster strong relationships and partnerships, especially in a hybrid or remote work environment.

What You'll Do

As an Executive Administrative Assistant, you'll be the backbone of our operations, ensuring everything runs smoothly. Your responsibilities will include:

Calendar Management & Scheduling:

Manage calendars and schedule meetings for Executives.

Meeting Planning & Execution:

Organize recurring meetings (Weekly, AAMs, Offsites), including logistics, speakers, materials, and follow-up.

Travel & Expenses:

Coordinate travel arrangements and manage expense reporting.

Vendor & Event Coordination:

Assist with vendor communications, event planning, and conference bookings for executives, including participant logistics.

Office Support:

Manage office supplies and support team-building and volunteer events.

Process Improvement:

Provide assistance with office procedures and processes to enhance team productivity and efficiency.

First Point of Contact:

Serve as the initial contact for internal and external inquiries.

Special Projects:

Lead special projects as assigned.

This role is perfect for someone who thrives in a fast-paced environment, loves variety, and enjoys making a meaningful impact every day.

Summary

Are you a problem solver and detailed oriented? If you can take initiative, use both your analytical and creative abilities to make sound decisions and have a desire to solve challenges, we want to hear from you!



As an Executive Administrative Assistant, you'll perform a wide variety of confidential, detailed and complex administrative functions under direct supervision. You will coordinate meetings and make business and travel arrangement decisions for your leader(s) and their team. You'll plan, organize and schedule your own work and may serve as an informal mentor to other administrative assistants in the office.

Key Responsibilities:

Focuses on both daily and longer-range calendar for multiple leaders and teams. Manages leader's personal calendar as directed. Coordinates travel plans for leader(s) and team and makes mid-trip changes quickly when required. Compiles information for reports and presentations. Screens communications for action items and due dates, bringing key items to the leader's attention. Initiates necessary actions, e.g., follow-ups, prioritizations, action required, etc. Drafts responses for executive review, implementing their style into all communications. Rarely seeks guidance on email replies. 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 accurate reporting. Manages budget for meeting planning. Conducts quality checks on invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. Keeps current on Nationwide procedure changes, Human Resources policy changes, business environment, etc. that impact department level plans. May participate in special projects as assigned.

May perform other responsibilities as assigned.

Reporting Relationships:

Typically reports to an Associate Vice President level executive or above, and may support multiple executives and their staff. This is an individual contributor role.

Typical Skills and Experiences:

Education:

High school, vocational or technical business school studies in secretarial science; some undergraduate-level coursework beneficial.

License/Certification/Designation:

Administrative professional certification(s) such as Certified Administrative Professional (CAP) or Certified World Class Assistant (CWCA) are a plus.

Experience:

Typically, six or more years related administrative assistant experience. Nationwide experience is highly desirable.

Knowledge, Abilities and Skills:

Knowledge of company policies and organizational structure. Understanding of office practices and procedures. Ability to make decisions and recommend solutions to work processing and office management problems. Strong communication skills to interact with all levels of leaders, associates, and external contacts. Ability to proofread own work and work of others for content and format accuracy. Intermediate mathematical calculation skills. Ability to build effective business relationships.


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 Human Resources Business Partner.

Values:

Regularly and consistently demonstrates Nationwide Values.

Job Conditions:

Overtime Eligibility:

Eligible (Non Exempt)

Working Conditions:

Occasional travel. Non-standard, extended or overtime work as needed based on workflow 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.

Benefits

We have an array of benefits to fit your needs, including: medical/dental/vision, life insurance, short and long term disability coverage, paid time off with newly hired associates receiving a minimum of 18 days paid time off each full calendar year pro-rated quarterly based on hire date, nine paid holidays, 8 hours of Lifetime paid time off, 8 hours of Unity Day paid time off, 401(k) with company match, company-paid pension plan, business casual attire, and more. To learn more about the benefits we offer.


Nationwide is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive culture where everyone feels challenged, appreciated, respected and engaged. Nationwide prohibits discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to any characteristic (or classification) protected by applicable law.

NOTE TO EMPLOYMENT AGENCIES:

We value the partnerships we have built with our preferred vendors. Nationwide does not accept unsolicited resumes from employment agencies. All resumes submitted by employment agencies directly to any Nationwide employee or hiring manager in any form without a signed Nationwide Client Services Agreement on file and search engagement for that position will be deemed unsolicited in nature. No fee will be paid in the event the candidate is subsequently hired as a result of the referral or through other means.