Administrative Assistant

The Administrative Assistant provides high-level administrative support to ensure efficient operation of the office. The Administrative Assistant acts as a point of contact for internal and external stakeholders, ensuring clear communication and professionalism.

Essential Job Duties:

• Manage and organize office operations, including scheduling appointments, managing calendars, and coordinating meetings.
• Assisting with tasks related to property and casualty insurance. This includes quoting policies, gathering information and addressing general customer inquiries for customer service. 
• Prepare, proofread, and distribute correspondence, reports, and other documents.
• Maintain filing systems (digital and physical) and ensure easy access to information.
• Screen phone calls, emails, and inquiries, and direct them to the appropriate contacts.
• Assist with travel arrangements, expense reports, and event coordination.
• Handle confidential information with integrity and discretion.
• Order and manage office supplies, ensure office equipment is properly maintained.
• Support special projects and perform other administrative tasks as assigned.

Qualifications & Core Competencies:

• High school diploma or equivalent (Associate’s degree or administrative certification preferred).
• Proven experience as an administrative assistant, secretary, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office management software.
• Clearly conveys information and ideas through various mediums.
• Efficiently manages time and resources.
• Identifies issues and develops effective solutions.
• Ensures accuracy and quality in all tasks.
• Responds effectively to changing priorities.
• Works well with others to achieve common goals.
• Provides professional and timely support to internal and external stakeholders.

Preferred Skills:

• Experience managing calendars and scheduling appointments.
• Knowledge of office management systems and procedures.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Working Conditions:

• This role works within an office setting.

Essential Physical Functions:

• Sitting for Extended Periods: Ability to sit at a desk and work on a computer for prolonged periods.
• Manual Dexterity: Frequent use of hands and fingers for typing, writing, and handling office equipment.
• Visual Acuity: Ability to read and interpret documents, spreadsheets, and computer screens for extended periods.
• Hearing and Speaking: Clear communication in person, over the phone, and during virtual meetings.
• Walking and Standing: Occasional walking within the office to retrieve files, attend meetings, or support office operations.
• Reaching, Bending, and Lifting: Ability to lift and carry office supplies or equipment up to 20 pounds and retrieve items from storage areas.
• Mobility: Ability to move around the office to perform tasks such as filing, copying, or delivering documents.