Job Details
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