Executive Assistant

Job Title: Operations & Executive Administrative Coordinator

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

Position Type: Temp-Perm

Industry: Insurance Brokerage

Our Client is seeking a proactive and highly organized Operations & Executive Administrative Coordinator to provide cross-functional support across the organization. This hybrid role supports day-to-day operational functions and floats across departments to provide administrative and coordination support where needed.

This individual will be available to assist the CEO on a project or task basis, as well as provide backup administrative support to other team members. This role is ideal for someone with strong attention to detail, a collaborative mindset, and an interest in gaining exposure to internal operations and executive-level support in the insurance industry.

The Operations & Executive Administrative Coordinator is responsible for:

Client Service & Communication Support

• Assist with the end-to-end new business and renewal processes in a backup capacity, ensuring timely, accurate communication and exceptional service delivery.
• Support client-facing tasks such as proposal preparation, document tracking, and follow-up communications.

Compliance & Legal Coordination

• Support the coordination of external Legal and Compliance communications in a secondary capacity.
• Assist with managing compliance tracking and regulatory documentation.

Public Sector Management Support

• Support the management of the Public Sector book of business in collaboration with leadership, including assisting with the RFP and RFQ process.
• Help track deadlines, prepare documentation, and ensure submission requirements are met.

Administrative & Team Support

• Provide administrative support across teams as a department floater, assisting with meeting scheduling, travel coordination, document preparation, and special projects.
• Support the CEO and senior leadership team as needed with administrative tasks, but not in a dedicated or direct capacity.
• Monitor shared inboxes, route communications appropriately, and ensure prompt follow-up.
• Maintain organized digital and physical filing systems, ensuring confidentiality of sensitive documents.
• Prepare professional communications, letters, memos, and PowerPoint presentations.

Additional Support Functions

• Compile and organize reports using Excel and other tools to support decision-making.
• Assist with marketing initiatives such as event planning, presentation creation, and communications.
• Support special projects and process improvement efforts at the direction of leadership.

Qualified candidates will have the following experience:

• Bachelor’s degree preferred (or relevant administrative/operational experience).
• 1–3 years of experience in an administrative support or office coordination role.
• Insurance or professional services industry experience is a plus.
• Proficient in Microsoft Office (Word, Excel, PowerPoint); familiarity with agency management systems (e.g., Applied Epic) is a plus.
• Licenses in Property & Casualty Insurance (plus) and/or Health Insurance (plus) - either in advance or within six months of employment.
• Excellent written and verbal communication skills.
• Exceptional organizational abilities with strong attention to detail.
• Ability to manage multiple priorities with discretion and professionalism.
• Bilingual (English/Spanish) is a plus.

WorkDynamX and our Client are Equal Opportunity Employers.