Administrative Assistant

Overview

We are seeking a highly organized and proactive Administrative Assistant to join our dynamic benefits brokerage firm. The ideal candidate will support our team with various administrative tasks, ensuring smooth operations and excellent client service. This role requires strong communication skills, attention to detail, and the ability to handle multiple tasks efficiently.

Responsibilities

Administrative Support:

• Provide comprehensive administrative support to the benefits brokerage team.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Manage and organize office files, records, and databases.

Client Services:

• Serve as the first point of contact for clients, providing exceptional customer service.
• Respond to client inquiries via phone, email, and in-person in a timely and professional manner.
• Assist in onboarding new clients and maintaining client records.

Office Management:

• Maintain office supplies inventory and order new supplies as needed.
• Ensure the office environment is clean, organized, and well-equipped.
• Coordinate with building management for maintenance and repair issues.

Data Entry and Record Keeping:

• Accurately enter and update client information and transactions in the company database.
• Maintain confidentiality of sensitive information and adhere to data protection policies.

Request for Proposals (RFP) Assistance:

• Assist in the preparation and submission of Request for Proposals (RFPs).
• Coordinate with team members to gather necessary information and documentation.
• Ensure RFP responses are complete, accurate, and submitted within deadlines.

Project Assistance:

• Assist in the preparation and distribution of marketing materials and client communications.
• Support special projects and initiatives as assigned by management.

Team Collaboration:

• Work collaboratively with colleagues to achieve team goals and support overall business objectives.
• Participate in team meetings and contribute ideas for process improvements.

Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Proven experience as an administrative assistant or in a similar role.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office equipment (e.g., printers, copiers, fax machines).
• Ability to work independently and as part of a team.
• Professional demeanor and strong interpersonal skills.
• Basic knowledge of benefits brokerage or insurance industry is a plus.