What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at PearsonRavitz?
Description
PearsonRavitz is a physician-founded, physician-focused disability and life insurance brokerage that provides insurance solutions tailored to physicians' needs. We aim to protect healthcare professionals' income with personalized insurance plans and outstanding customer service. We are currently seeking an Administrative Assistant to join our team.
The Administrative Assistant provides proactive, high-level support to PearsonRavitz executives, ensuring seamless daily operations. This role requires someone who takes ownership of their work, is extremely organized, proactive, technologically savvy, and can anticipate needs before they arise. The ideal candidate embodies our core values and fosters collaborative and professional working relationships with all departments and team members.
Compensation :
Salary Range : $55,000 - $65,000
Benefits : Health, Vision, and Dental Insurance, Group Short- and Long-Term Disability Insurance, Life Insurance
401k with match
Paid Time Off
Responsibilities
Manage complex calendars by scheduling meetings, coordinating appointments, and ensuring alignment with internal and external stakeholders.
Prepare daily schedules for executives, tracking calls, meetings, and follow-ups to ensure action items are recorded and addressed.
Prioritize executive workloads, proactively identifying ways to add value and improve Efficiency.
Handle phone system operations, serving as the first point of contact for incoming calls and directing them appropriately.
Troubleshoot phone system issues with the service provider as needed.
Conduct all phone calls professionally, managing inquiries with discretion, efficiency, and respect.
Draft and manage correspondence on behalf of the executive team, including emails, memos, and thank-you notes.
Create and maintain an organization system for the inboxes of the executives, ensuring emails are triaged and flagged in order of importance for each inbox.
Ensure strict confidentiality when handling sensitive business and personal information.
Plan and facilitate meetings, preparing agendas, taking notes, and tracking follow-ups to drive accountability.
Collaborate with the marketing team to plan for lectures and conferences, including organizing all deliverables and necessary materials.
Coordinate executive travel, handling flight bookings, accommodations, and ground transportation.
Maintain meticulous digital records, ensuring accurate documentation of all correspondence and activities.
Continuously improve executive team workflows, identifying and implementing efficiencies to enhance operations.
Assist in planning company-wide events and annual gatherings.
Basic Office Upkeep & Support Tasks
Manage office inventory, ordering supplies to keep the space stocked with essential items.
Ensure a tidy and organized workspace, keeping the office ready for use on in-person department days.
Act as the primary contact for office maintenance, addressing issues as needed.
Assist with additional office-related tasks as needed.
Qualifications
Experience : Several years of experience as an administrative assistant, preferably supporting leadership in a fast-paced environment.
Proactive & Forward-Thinking : Anticipates challenges and solutions, staying ten steps ahead to support leadership effectively.
Ownership & Accountability : Takes full responsibility for tasks, follows through to completion, and focuses on solutions.
Highly Organized & Detail-Oriented : Manages multiple priorities efficiently, maintaining structured workflows and meticulous records.
Strong Communication & Professionalism : Communicates clearly, concisely, and respectfully in both written and verbal interactions.
Technologically Savvy : Quick learner who is comfortable with new tools, software, and digital platforms.
Empathy & Respect : Works collaboratively at all levels, fostering a positive, inclusive, and supportive environment.
Proficiency in Microsoft Excel (Preferred) : Ability to use Excel for tracking data, generating reports, and managing spreadsheets.
Salesforce Experience (Preferred) : Familiarity with CRM systems for managing client interactions and tracking follow-ups.
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