Administrative Assistant

Overview

Provides administrative support to the Assistant Vice President and management team of Policy Services in a timely and accurate manner. Makes contacts with all levels of personnel, including sernior officers, officers, directors and managers. Researches and organizes data, prepares memos, correspondence and various reports. Works with minimal supervision and is responsible for making a minimal range of decisions, escalating to AVP when appropriate.

Responsibilities

What you will do:

• Provides administrative support to the AVP in the day-to-day operation of the department, and exhibits strong judgment in maintaining confidentiality of information.
• Organizes and expedites the workflow through the AVP's office. Maintains any documentation, files and/or initiates any follow-up actions required.
• Coordinates business meetings and maintains daily schedule for the AVP.
• Makes business travel arrangements, as needed, including airline, hotel and rental car reservations.
• Responds to inquiries and directs, prioritizes and provides information to various levels of internal and external customers making requests of the group. Makes timely decisions regarding the validity of external requests and responds accordingly.
• Creates routine to complex correspondence, reports and presentations utilizing Microsoft Office applications and spreadsheet, presentation and database software.
• Prepares complete and accurate reports for the AVP and management, requesting additional information and/or documentation when needed. Reports variances to the AVP and management.
• Reviews budget center and account spreadsheets, tracking and reconciling project, contract and monthly recurring costs. Records discrepancies and brings budget variances to the AVP's attention.
• Develops and maintains spreadsheets and other control mechanisms to support the ongoing operations and activities of the department.
• Reviews and codes invoices to proper budget center and account; submits invoices to proper manager for authorization of payment.
• Tracks departmental vacations and personal absences and is the eTime resource for associates.
• Coordinates and prepares department FedEx overnight mail, checks, faxes, wire transmittals, rush cases, imaged documents, etc.
• Provides backup telephone and correspondence support to the VicePresident of Insurance Operations when Executive Assistant is unavailable.
• Establishes and maintains department files; may include department library.
• Coordinates equipment and general facility repair requests through the the Facility Services Department.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• High School Diploma GED. 
• Proven experience as an administrative assistant or secretary to senior-level managers. Experience must include supporting multiple principles in a professional setting where independent decision-making and self-initiative were demonstrated. 
• Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations. 
• Proven experience coordinating multiple projects/assignments simultaneously and completing assigned tasks accurately and on a timely basis. Must demonstrate strong attention to detail with excellent organizational skills. Must cite examples of organization and time management methods used to manage or prioritize workload demands. 
• Experience handling confidential information and correspondence and a familiarity with methods and approaches to maintaining confidentiality. 
• Demonstrated excellent verbal and written communication skills with experience conveying information to internal and external customers in a clear, focused and concise manner. Must possess proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge of the elements of grammar and spelling proficiency. Must provide examples of written work (e.g., correspondence, reports, memos, etc.).
• Demonstrated ability to effectively handle and screen telephone calls, directing them to proper individuals.
• Proven proficiency in preparing reports, compiling statistics and researching information. Ability to continuously make repetitive motions of the wrists, hands and/or fingers.
• Proficient in Microsoft Office applications including word, spreadsheet and presentation applications.

Work Setting/Position Demands:

• Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
• Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
• Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
• Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
• Performs substantial movement of wrists, hands, and fingers for continuous computer work.
• Extended hours required during peak workloads or special projects/events.

Travel Requirements:

• None