- 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.