We seek a skilled, forward-thinking, and well-organized Administrative Assistant to fulfill a pivotal role within our insurance agency. This position involves providing direct support to our president, assisting the team with administrative tasks, and administration of day-to-day onsite office functions.
ROLES AND REPSPONSIBILITIES:
*Complete job description will be provided prior to interview
General Office Responsibilities • Receive, direct and relay phone calls, messages, and faxes • Process incoming mail including opening and sorting by department, scan,
and email team member • Process outgoing mail including running postage meter, overnights, and
certified mail • Process carrier website mail - sort and email to account manager • Maintain supplies inventory • Assist and complete various projects from internal teams • Create and maintain procedures for all aspects of position • Process and coordinate offsite archive files • Run, mail, and scan client survey letters • Run invoices daily • Order motor vehicle reports • Print PL account review letters • Enter PL claims data into management software • Issue auto-id requests from PL clients • Run/audit Applied Analytics to ensure data accuracy
Executive Personal Assistant to President Responsibilities • Manage various business and personal services and accounts • Administrative tasks related to non-profit and other committee and board work • Travel, dining and other reservations • Assist with office decorating • Manage President calendar, meeting and appointment setting, cancellation,
and rescheduling • Develop and implement email management system to support President • Assist with sales packages, letters for prospective clients • Support marketing programs including data entry • Attend local marketing events providing on site admin support • Attend sales and marketing level 10 meetings • Order client gifts • Maintain annual Christmas gift list and coordinate purchasing and delivery • Coordinate details, including food/beverage, for onsite and offsite employee
and client events • Plan and coordinate agency community service projects three times a year
(first three quarters) • Schedule employee anniversary lunches with President • Plan and coordinate "all team" meetings/events
SKILL AND EXPERIENCE • 4 years of professional office experience • Maintain a friendly demeanor and professional appearance • Be ambitious, smart, detail-oriented, and able to think on your feet • Be able to independently think on your own with the ability to multi-task • Possess excellent written and verbal communication skills • Proficient in Microsoft Office Suite