Benefits: - Bonus based on performance
- Competitive salary
- Health insurance
- Opportunity for advancement
- Paid time off
We are a forward-thinking dynamic professional insurance business seeking a highly organized and proactive Executive Assistant to support the day-to-day operations of our Insurance Agency.
The ideal candidate will play a vital role in ensuring the smooth running of the office, managing the agent's calendar, coordinating all forms of communication, and overseeing various business-related
tasks. This position requires a commitment to professionalism, personal development and undergoing training, discretion, high-level organizational skills, and the ability to multitask effectively in a fast-paced environment.
Schedule:
Monday through Friday, 8:00 AM - 5:00 PM. There may be some extended working hours on an occasional basis.
Key Responsibilities:Administrative Support:
Manage and organize the agent's calendar, including setting, confirming, and reminding of all appointments.
Pre-screen / qualify all requests to see or speak with the agent without a scheduled appointment.
Answer and delegate emails and phone calls to the proper channels, ensuring timely and professional communication.
Attend meetings occasionally on behalf of the agent and provide overviews.
Office Management:
Facilitate office decorum by maintaining an environment that reflects the expected culture and values of the agency.
Act as the agent's eyes and ears by informing him of noteworthy happenings within the office, especially in his absence.
Coordinate office maintenance, repairs, and renovations to ensure a functional and welcoming workspace.
Plan and organize office outings, retreats, and celebrations, including making all necessary reservations.
Personal and Business Operations:
Handle bill payments for business accounts, ensuring all financial obligations are met on time.
Make all travel arrangements for the business owner, including accommodations, transportation, and itinerary planning.
Arrange meal delivery or restaurant reservations for owner and office staff, taking into account any dietary restrictions or preferences.
Additional Responsibilities:
Serve as a liaison between the agent, fellow team members, clients, and other external partners.
Undertake personal errands as requested by the agent.
Prepare and deliver regular reports on office activities, expenditures, and any issues encountered.
Contribute to project management, including tracking deadlines, coordinating with involved parties, and ensuring goals are met.
Implement and maintain systems for efficient office organization and communication.
Qualifications:
Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
Strong organizational and time management skills, with the ability to prioritize tasks effectively.
Excellent communication skills, both written and verbal.
Proficiency in office software and the ability to adapt to new and changing technologies.
Discretion and confidentiality.
A commitment to ongoing personal development.
An open mind and positive attitude.
A proactive approach to problem-solving and decision-making.
Ability to work independently and as part of a team.
Flexible work from home options available.