What are the responsibilities and job description for the Administrative Assistant - On-site Opportunity position at GuideOne Insurance Career Center?
As the Administrative Assistant, you will provide elevated support to the President & CEO as well as the senior leadership team of GuideOne. You will be responsible for organizing, prioritizing, and enabling the success of the President & CEO and the senior leadership. To be successful in this role, you will work collaboratively with other leaders to accomplish any cross-business unit needs while ensuring timelines, materials and calendars are accurate and complete.
Responsibilities:
- Actively manage calendars prioritizing inquiries and requests and troubleshooting conflicts. Ensure adequate focus and prep time. Make independent judgements to ensure efficient management of the President & CEO’s time.
- Arrange and handle logistics for key meetings including board meetings, leadership meetings and companywide events. Ensure agendas are prepared as well as assist in the development and distribution of meeting materials in a timely manner.
- Ensure senior leadership team is well informed of upcoming meetings, commitments, and responsibilities, following up as appropriate. Anticipate needs in advance of meetings and ensure executive is prepared.
- Serve as primary point of contact to leaders, including those of a highly confidential and/or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement as appropriate.
- Schedules and organizes internal and external meetings, video calls, and appointments.
- Performs confidential, time-sensitive, and administrative assignments for officers.
- Ensures proper approvals have been obtained before releasing correspondence.
- Takes minutes of meetings and keeps up to date files.
- Ensures that meeting action items have been adhered to.
- Creates and maintains spreadsheets, databases, and other documents.
- Assists with compiling and sending out materials for Board and Senior Team meetings.
- Reconciles invoices, tracks budget, and completes expense reports.
- Reconciles and approves credit card charges.
- Operates phone system to route and screen incoming calls and place outgoing calls.
- Screens incoming mail, publications, and other correspondence.
- Responsible for overall office organization. Office organization - ordering supplies, facilities coordination, maintaining copy room, facilitate executive team account payable payment processing, etc.
