Administrative Assistant - On-site Opportunity

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.

Required Qualifications:

• High school diploma or equivalent experience.
• Three to five (3-5) years of related administrative experience, 1 or more at an executive level.
• Strong personal leadership, ability to work independently and effectively, using personal judgement.
• Tact and good judgement in confidential situations and proven experience interaction with Executive leadership.
• Exceptional interpersonal, presentation, and communication skills.
• Excellent organization skills required, must be extremely detail oriented.
• Advanced computer skills using PowerPoint, Microsoft Office, including Access, Excel, Word, and Adobe Acrobat.

Recommended Qualifications:

• Associate or bachelor’s degree in business, administration or similar.
• Ability to handle a wide variety of activities and confidential matters with discretion.
• Must be able to exercise good judgement in a variety of situations.
• Ability to multitask and manage multiple projects and deadlines.
• Ability to work independently in a fast-paced, results-driven, and entrepreneurial environment.
• Must have a high degree of professionalism and flexibility.
• Ability to compose clear and concise communications and reports in timely manner.
• Strong customer service skills with the ability to communicate effectively with internal and external business partners and employees at all levels within the organization.

Get to Know GuideOne:

At GuideOne, we believe that our people are our greatest asset, and we foster a sense of collaboration among our team members so they can learn from and inspire one another to deliver excellence in risk solutions and services to our customers. For more than 75 years, we've established a reputation as a trusted partner in the communities where we live and work, and with our steadfast commitment to help make positive change possible, we're excited to see what we can accomplish during the next 75. Explore our values and culture, and learn why GuideOne might be a great fit for you!

GuideOne is proud to offer a robust benefits suite that includes:

• Competitive base salary plus incentive plans for eligible team members.
• 401(K) retirement plan that includes a company match of up to 6% of your eligible salary.
• Free Basic Life and AD&D, long-term disability and short-term disability insurance.
• Medical, dental and vision plans to meet your unique healthcare needs.
• Wellness incentives
• Generous time off program including; personal, holiday, and volunteer paid time off.
• Flexible work schedules and hybrid/remote options for eligible positions.
• Educational assistance program.

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