Administrative Assistant

Summary:

This position is responsible for the professional and efficient managing of phones, visitors, and mail as well as a variety of other clerical duties including, but not limited to, scanning, electronic filing and desktop publishing.

Essential Duties and Responsibilities:

  • Promptly and professionally answer incoming calls and direct to the appropriate associate.

  • Greet visitors as they arrive, offer parking validation, request visitor to login and inform the appropriate associate of their arrival.

  • Handle all incoming mail and inter-office mail

  • Maintain conference room calendar and assist with meeting set-ups and take downs

  • Create all types of correspondence and written communication to include creating and updating comprehensive summaries, reports, proposals and presentations while maintaining established procedures

  • Identify and scan client policies, endorsements, certificates, and other correspondence into the appropriate agency management systems.

  • Download various policy documents from carrier website for Commercial department and bring into document management system

  • Assist with clerical tasks to include copying, faxing, mailings, assembling binders and production of client ID cards.

Education and/or Experience

Successful candidate will be a service oriented individual with high personal standards and a hands-on work style. This position requires an individual who is comfortable working at a varying pace, managing multiple tasks, adjusting priorities often, and managing frequent interruptions.
In addition, the following is required:

  • High School diploma and 1 – 2 years of experience in a professional office setting directly related to job responsibilities specified above.
  • Must type a minimum of 65wpm and be skilled (intermediate level) in using MS Office software; preferably version 2003.
  • Basic math and professional level business writing skills.
  • Proficiency with personal computers and Microsoft Office applications (i.e., Word, Excel and PowerPoint) with the ability to operate standard office equipment.
  • Excellent phone personality and neat appearance.
  • Skill in organizing resources and establishing priorities.
  • Alert, positive and approachable demeanor.
  • Must be dependable, possess a strong attention to detail, and enjoy working in a fast paced team environment.

Work Environment & Physical Demands

  • Ability to use computer keyboard and sit in a stationary position for extended periods.

  • Work is performed in a typical interior/office work environment.

 

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