Administrative Assistant

Primma, LLC•Roslyn, NY

19d•Onsite

About The Position

Provide a high level of administrative support to senior leadership in Underwriting. This role serves as a trusted partner to leadership, enabling them to operate efficiently by managing complex administrative priorities, coordinating appointments, and handling highly confidential information with discretion and professionalism.

Requirements

Associate degree with 4 years related office experience; college degree preferred or 5+ years-related office experience in lieu of a degree.
Accurate typing 50 wpm.
Minimum of 3 years of experience providing high-level administrative support to a team or department.
Strong computer skills: Proficient in Microsoft Word, PowerPoint and Excel
Ability to effectively communicate verbally and in writing.
Ability to communicate with others in a professional manner
Possess problem-solving skills to be able to work under pressure and handle the day-to-day challenges of an office environment
Must be detailed oriented, have good time management, multi-tasking and organizational skills
Ability to function in a professional office environment and utilize standard office equipment.

Responsibilities

Deliver comprehensive administrative support to senior underwriting leadership, managing complex schedules, meetings, and travel logistics
Provide administrative support for high-visibility departmental projects requiring advanced technical proficiency and strong written communication skills
Serve as a trusted administrative partner to leadership, anticipating needs and proactively resolving scheduling or logistical issues
Manage SVP and VP’s and Department Calendars, answer phones, and take messages
Track deadlines, follow up on action items, and assist leadership in managing priorities
Establish a rapport with brokers and clients on behalf of leadership to contribute to the Department’s efforts to build strong relationships
Draft, proofread, and format senior-level correspondence, reports, PowerPoint presentations, and meeting materials Support governance-related documentation and executive reporting requirements
Maintain leadership files, records, and documentation with a high level of accuracy and discretion
Assist in monitoring submission mailbox and manage Submission Pipeline report
Assist the Office Manager with onboarding of new employees, including workspace, IT set-up, introduction to staff and other departments, etc. when required
Schedule pre-renewal and non-renewal review meetings with insureds and PRIMMA staff when needed
Manage complex travel arrangements, itineraries, offsite meetings, and strategic planning sessions, in coordination with Marketing
Prepare check requests for invoices and assist with expense reports as necessary
Handle confidential and sensitive information with discretion, including policyholder and underwriting data.
Schedule and organize department meetings, prepare agendas, and take meeting minutes when requested.
Provide backup assistance to the Office Manager with monitoring Answering Service activities in the absence of the receptionist, including triaging of messages emailed by the Answering Service; return calls and direct callers to appropriate Department
Manage organizational memberships and subscriptions for UW staff
Monitor and order all supplies for department leadership and arrange service calls for equipment
Maintain department files, underwriting documentation, and electronic records in accordance with company policies and regulatory requirements.
Other duties as assigned