Job description
Summary
Performs a variety of highly responsible, confidential and complex secretarial and administrative duties for the company’s executives and sales staff.
Essential Duties and Responsibilities
Disclaimer: the duties listed are intended to describe the general nature and level of work to be performed. This is not an exhaustive list of all responsibilities, duties and skills which may be required.
60%
Assistant
Assists Company Executives.
Responsibilities include:
- Managing supervisor’s calendar and independently schedules appointments.
- Screening incoming calls and correspondence and responds independently when possible.
- Arranging meetings or conferences by arranging for facilities, issuing information or invitations, coordinating speakers, and controlling event budget.
- Directing preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
- Taking and transcribing dictation, and composing and preparing confidential correspondence, reports, and other documents.
- Creating and maintaining database and spreadsheet files.
- Arranging complex and detailed travel plans and itineraries and compiles documents for travel-related meetings.
- Weekly support for producers-personal, commercial, & benefits.
- Marketing material, applied reports for producers and PL & CL account managers.
- Completing special projects as assigned.
10%
Licensing
Assists Company Executives.
Responsibilities include:
- Sending all licenses for Agency/Agent for state appointments
- Answering questions from various State Insurance Departments
10%
Filing and Supply Needs
Responsibilities include:
- Disposing of obsolete files in accordance with established retirement schedule or legal requirements.
- Classifying materials according to subject matter and places in appropriate file for office personnel.
- Maintaining office supply levels.
10%
Special Events
Coordinates company events.
Responsibilities include:
- Arranging company events or gatherings by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
10%
Determination
Displays commitment and initiative to meet department and agency education goals as set forth in the organization’s education program.
Supervisory Responsibilities
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies: Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills. Job Knowledge - Competent in required job skills and knowledge; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. Use of Technology - Adapts to new technologies. Problem Solving - Identifies and resolves problems in a timely manner; develops alternative solutions; uses reason even when dealing with emotional topics. Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities. Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Cooperation - Offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts. Oral Communication - Listens and gets clarification; participates in meetings. Teamwork - Contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed. Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information. Performance Coaching - Defines responsibilities and expectations; gives performance feedback; encourages training and development. Delegation - Delegates work assignments; matches the responsibility to the person; sets expectations and monitors delegated activities. Leadership - Accepts feedback from others. Managing People - Makes self available to staff. Quality Management - Demonstrates accuracy and thoroughness. Visionary Leadership - Inspires respect and trust. Business Acumen - Understands business implications of decisions; displays orientation to profitability. Conflict Resolution - Encourages open communications; keeps emotions under control. Recruitment & Staffing - Exhibits sound interviewing skills; makes quality hiring decisions. Cost Consciousness - Works within approved budget; conserves organizational resources. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values. Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Achievement Focus - Demonstrates persistence and overcomes obstacles; recognizes and acts on opportunities. Personal Appearance - Dresses appropriately for position; keeps self well groomed. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Volunteers readily; undertakes self-development activities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Judgement - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions. Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; organizes or schedules other people and their tasks. Quality - Demonstrates accuracy and thoroughness; applies feedback to improve performance; monitors own work to ensure quality. Quantity - Completes work in timely manner.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
At least five years related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read and interpret documents such as rules, instructions, and procedure manuals. Ability to respond effectively to inquiries or issues from company personnel and/or clients. Ability to effectively present information and respond to questions from groups of company personnel.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.
Reasoning Ability
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Computer Skills
To perform this job successfully, an individual should have knowledge of Database software; Human Resource systems; Internet software; Spreadsheet software and Word Processing software.
Certificates, Licenses, Registrations
Must be a Notary Public or have the ability to acquire such within 30 days of employment.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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