Office Administrative Assistant

We are seeking a motivated and detail-oriented Administrative Assistant to join our team. As a key support role in the agency, the Administrative Assistant will help ensure smooth operations by managing various administrative and customer service tasks. This position is ideal for a candidate who thrives in a fast-paced environment and is dedicated to delivering exceptional service to clients and team members.

The Administrative Assistant will provide critical support by handling information requests, preparing process documents, receiving visitors, taking payments, and scheduling meetings. Additionally, this role involves training new staff on administrative expectations and providing basic technology support to team members. This will also involve human resource coordination with Agency Principal.

Hourly Base Salary Based on Experience

Mon-Fri Schedule

Flexible Schedule

Career Growth Opportunities

Evenings Off

Schedule Management: Manage and maintain owners' private and professional schedules, ensuring efficient time management.

Document Preparation and Review:

• Prepare reports, letters, and other documents using word processing and spreadsheet tools.
• Proofread and edit agency process documents for accuracy and clarity.

Communication Management:

• Read and analyze incoming mail, emails, and voicemails to determine appropriate actions.
• Handle incoming and outgoing correspondence, including mail, faxes, and email.

Visitor Coordination:

• Greet visitors and determine access to specific individuals or areas of the agency.

Office Duties:

• Order supplies and maintain the office inventory.
• Oversee records management systems and perform basic bookkeeping tasks.

Agency and Staff Support:

• Provide clerical support to agency staff, assisting with daily operational tasks.
• Assist with onboarding new employees, including answering questions, completing HR duties, and uploading necessary documents.
• Train new employees on phone systems and agency processes.
• Prepare computers with required applications and settings for new staff.

Human Resources assistant and Liasson for Agency Principal

Miscellaneous Responsibilities:

• Complete errands for the leadership team as needed.
• Schedule and coordinate meetings, ensuring all necessary materials are prepared.
• Maintain organized records and ensure client information is updated accurately.

Education and Experience:

• High school diploma or equivalent (Associates degree preferred).
• Previous experience in an administrative or office support role, preferably in insurance or a customer-facing industry.

Technical Skills:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic computer literacy.
• Basic troubleshooting skills and familiarity with maintaining office equipment.
• Ability to determine tools and equipment needed for specific tasks.

Systems Skills:

• Judgment and Decision-Making: Consider costs and benefits of potential actions to choose the best approach.
• Systems Analysis: Evaluate how systems should work and how changes will affect outcomes.
• Systems Evaluation: Monitor and assess system performance to identify areas for improvement.

Social Skills:

• Instructing: Ability to teach others, including onboarding new employees.
• Service Orientation: Actively seeking opportunities to help clients and team members.
• Social Perceptiveness: Awareness of others' reactions and the ability to understand their needs.

General Competencies:

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication abilities.
• Ability to prioritize tasks and manage time effectively in a dynamic environment.
• Positive attitude and a customer-first approach.