This is an on-site position located in Roslyn, NY General Summary: The Administrative/Executive Assistant will support the upper management within the Claims Department. The Administrative Assistant will be responsible for managing a variety of administrative and clerical tasks. This role is essential in ensuring the smooth operation of day-to-day functions, while assisting the leadership team in the coordination of claims processing and executive team support.
Essential Duties & Responsibilities: - Provide administrative support to Chief Claims Officer (CCO), and Vice Presidents, including, but not limited to composing and typing correspondence, formatting spreadsheets, power point slides, scheduling appointments, filing, and scanning.
- Perform all aspects of meeting coordination, calendar management for claims management, and preparation and organization of travel arrangements.
- Provide support to the claims management team with various administrative tasks, including preparation of expense reports and distribution of departmental updates. Manage office supply inventory for the department, place orders as needed, maintain the departmental leave calendar, and ensure it is regularly updated and adjusted, as necessary.
- Answer incoming calls on behalf of the Chief Claims Officer (CCO), deliver professional and courteous service to insureds, attorneys, and other external contacts to help foster and maintain strong working relationships.
- Support the Chief Claims Officer (CCO) by helping to plan and prioritize daily projects, ensuring key initiatives receive appropriate focus and that departmental operations run efficiently.
- Track and monitor various claims deadlines, claims processing milestones and regulatory requirements.
- Assist with preparation and submission of reports, audits, and compliance documentation.
- Provide administrative assistance on high-priority projects, with particular attention to tasks requiring strong writing and editing skills.
- Support the onboarding process for new employees to include coordination of workspace setup, IT access, staff introductions, and interdepartmental connections.
- Coordinate and update meeting agendas and manage scheduling logistics. Document key discussions by taking notes during weekly staff meetings and prepare detailed meeting minutes.
- Manage organizational memberships and subscriptions for CCO.
- Function as a key point of coordination and communication on behalf of the Claims management team when appropriate.
- Coordinate with Human Resources to schedule any necessary professional training for Claims employees.
- All other duties deemed appropriate by management.
Education & Qualifications: - College graduate with minimum 4 years related office experience, or 6+ years-related office experience in lieu of a degree
- Experience in providing support to management in a corporate business environment required
- Demonstrate proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Demonstrate ability to quickly learn and adapt to new software programs; familiarity with claims/insurance management systems a plus
- Demonstrate excellent verbal skills with the ability to convey information clearly and professionally in a business setting
- Strong business writing skills required, communicate clearly and professionally while ensuring communication aligns with company standards and branding
- Display strong problem-solving abilities, with the capacity to perform effectively under pressure and adapt to shifting priorities in a dynamic office environment.
- Ability to work onsite in the Roslyn, NY office from 9:00am to 5:00pm, Monday - Friday.
- Meticulous with strong time management, multitasking, and organizational skills.
- Ability to function in a professional office environment and utilize standard office equipment
The actual compensation for this position will be determined by experience and other factors permitted by law.