Executive Assistant to Chief Executive Officer

Overview

The Receptionist / Executive Assistant is responsible for providing overall support to the agency, and the President, CEO. This position reports to the Director of Operations and is classified as a non-exempt level employee.

Responsibilities

Reception

· Greet and announce agency visitors in a friendly, welcoming manner

· Answer incoming calls and direct to appropriate party

· Maintain break room

· Schedule conference room

· Notify building management of maintenance requests

· Prepare Welcome packets and prepare assigned workspace for new associates

· Sign for, receive and distribute packages delivered to agency

· Open, review, stamp and comply with all incoming/outgoing mail and fax correspondence according to compliance and supervisory guidelines

· Post agency outgoing mail and prepare UPS packages daily

· Prepare and send brokerage and any district/detached mail as appropriate

· Maintain office machinery and supplies including: postage meter, photocopier and fax machines

· Assist Director of Operations as needed

Assistant to President, CEO

1. Schedule and maintain appointment calendar and clarify conflicts for President
2. Arrange all travel plans for President, others in the firm and 3rd party speakers
3. Track any expenses incurred for the agency and provide to CFO
4. Provide support to Leadership Team with the recruiting process and documents
5. Assist Director of Operations with scheduling and coordinating all agency meetings
6. Prepare correspondence to include letters, training documents, event approval forms etc.
7. Work with all agency staff members in coordination of tasks
8. Liaison between General Agent and Producers
9. Track and report Agency contests
10. Maintain accurate Agency Calendars
11. Ensure invitations are sent for all agency trainings and events
12. Create and distribute Quarterly Newsletter
13. Post requested documents in breakroom and mailroom as necessary
14. Other duties as assigned
15. Special projects as requested

Results Expected

1. Phone answered in a professional manner
2. Accurate and appropriate correspondence
3. Timely follow up on tasks
4. Accuracy in reports distributed
5. Attention to detail

Measurement Criteria

1. Adherence to agency’s quality standards
2. Adherence to agency’ turnaround time standards
3. Adherence to General Agent’s standards
4. Positive feedback from General Agent, producers, and agency staff

Qualifications

Required

· 2 Years of office experience, preferable in a sales environment

· Proficiency in Microsoft suite products

· Excellent telephone skills

· Strong interpersonal communication skills

· Organizational and multi-tasking skills

· Detail oriented

· Willingness to cross-train in one or more areas

· Must pass background check to obtain certification

Job Type: Full-time

Pay: From $21.00 per hour

Expected hours: 40 per week

Benefits:

1. 401(k)
2. 401(k) matching
3. Dental insurance
4. Health insurance
5. Paid time off

Schedule:

1. Monday to Friday

Experience:

1. Microsoft Excel: 2 years (Required)
2. Microsoft Teams: 1 year (Required)

Ability to Relocate:

1. Lake Oswego, OR 97035: Relocate before starting work (Required)

Work Location: In person