Administrative Assistant

Job Title: Administrative Assistant

Location: Secaucus, NJ (Hybrid – 3 days/week in-office, 2 days remote; flexibility to be onsite as needed)

Position Type: Temp-Perm Industry: Insurance Brokerage

Our Client is seeking a confident, coachable, and proactive Executive Administrative Assistant to serve as the primary support to the CEO and a central point of coordination for day-to-day office functions. This role blends traditional executive support with front-desk responsibilities, cross-functional team collaboration, and business development assistance.

The ideal candidate brings a strong sense of ownership, thrives in a dynamic environment, and enjoys being mentored and coached for growth—all while confidently managing their day-to-day responsibilities and taking initiative on new projects. You’ll also serve as a floater and backup to the Operations & Executive Administrative Coordinator and help support other departments as needed.

The Executive Administrative Assistant is responsible for:

Executive Support (Primary Focus)

· Serve as the CEO’s right hand—managing a busy calendar, scheduling meetings, coordinating travel, and ensuring follow-ups are executed promptly.

· Draft and prepare internal and external communications, business reports, memos, and presentations.

· Monitor emails and calls on behalf of the CEO, prioritize requests, and proactively address issues or route them appropriately.

· Review lengthy documentation such as claims or contracts, summarizing critical points for executive attention.

· Conduct light market research on prospective clients to support business development and strategy efforts.

· Maintain confidentiality with discretion and professionalism.

Reception & Office Coordination

· Serve as the front-line contact by answering phones and greeting guests and clients, delivering a polished, welcoming first impression.

· Coordinate office supply ordering, manage mail and package handling, and maintain an organized front desk and shared office areas.

Cross-Functional Support (Floater/Backup)

· Provide backup support to the Operations & Executive Administrative Coordinator during absences or periods of high activity.

· Assist other team members with administrative tasks tied to HR, compliance, marketing, and internal operations.

· Collaborate on RFP/RFQ submissions, formatting documentation, and helping meet submission timelines as needed.

Project & Initiative Ownership

· Proactively identify areas for process improvement and take ownership of small projects or special initiatives.

· Work closely with leadership to understand the business and contribute ideas that improve communication, organization, and workflow.

· Respond to challenges with a solution-oriented mindset and a willingness to learn from feedback and coaching.

Qualified candidates will have the following experience:

· Bachelor’s degree preferred.

· 2–4 years of experience in an administrative or executive assistant role.

· Experience supporting C-level or senior leadership is highly valued.

· Insurance or professional services industry experience is a plus.

· Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint); Applied Epic experience is a plus.

· Licenses in Property & Casualty Insurance (plus) and/or Health Insurance (plus) - either in advance or within six months of employment.

· Strong written and verbal communication skills.

· Professional, positive, and confident demeanor with a “can-do” attitude.

· Willingness to learn, grow, and receive constructive coaching while bringing your own initiative to the table.

· Excellent attention to detail, with strong organizational and time-management skills.

· Ability to handle sensitive information with discretion.

· Bilingual (English/Spanish) is a plus, but not required.

WorkDynamX and our Client are Equal Opportunity Employers.