Administrative Assistant - State National

Markel•Bedford, TX

2d•Onsite

About The Position

This position provides administrative and operational support to the Vice President, Reinsurance & Security and the Reinsurance Department. Responsibilities include managing departmental administrative functions, coordinating calendars and travel arrangements, assisting with meeting preparation and documentation, supporting audit and reconciliation activities, and maintaining records and reporting necessary for departmental operations. The role also supports key reinsurance administration functions, including regulatory reviews, collateral balance reconciliations, Letter of Credit processing, User Acceptance Testing (UAT), and contract and covenant compliance monitoring. Success in this position requires exceptional organizational, interpersonal, and communication skills, strong attention to detail, and the ability to effectively manage multiple priorities in a fast-paced environment while meeting critical deadlines.

Requirements

Proficiency in Microsoft Office applications required
Strong ability to identify key concepts, action items, and follow-up tasks, and effectively document and track them for completion
Demonstrated flexibility and willingness to support a variety of departmental initiatives and special projects as needed
Highly organized, detail-oriented, and committed to accuracy, with excellent written and verbal communication skills
Ability to work effectively under pressure while maintaining high standards and meeting critical deadlines
Proven ability to prioritize and manage multiple projects and competing responsibilities simultaneously
Ability to work independently with minimal supervision and collaboratively as part of a team while maintaining positive relationships with internal and external stakeholders
Bachelor’s Degree required
Prior experience in an Administrative Assistant, Executive Assistant, Administrative Coordinator, or similar support role strongly preferred
US Work Authorization required

Nice To Haves

Familiarity with Artificial Intelligence tools and technologies preferred
Familiarity with insurance or reinsurance industry preferred but not required

Responsibilities

Support the quarterly collateral management process by facilitating the documentation of approved collateral calculations, tracking reserve projections and collateral funding/release status, maintaining related reporting, and coordinating meetings and communications with internal and external stakeholders as needed.
Manage and maintain management and departmental calendars, including scheduling internal and external meetings, coordinating logistics, and arranging travel accommodations.
Prepare and distribute meeting materials, schedules, agendas, and supporting documentation for departmental meetings and committee discussions.
Document and maintain meeting minutes, action items, and follow-up activities to ensure accountability and timely completion of deliverables.
Prepare and process travel and expense reports in accordance with Company policies and procedures.
Support departmental audit and control functions, including maintaining documentation, coordinating information requests, and assisting with periodic reviews and reconciliations.
Assist in the development, maintenance, and distribution of departmental reports and dashboards.
Support the effective use of Artificial Intelligence tools to enhance reporting efficiency, data analysis, and workflow management.
Contribute to the development and implementation of process improvements that strengthen operational efficiency, internal controls, and overall service quality.
Assist with monthly collateral balance reconciliations and related reporting to ensure completeness, accuracy, and compliance with internal requirements.
Support regulatory reviews and examinations by compiling information, maintaining records, and coordinating responses to requests.
Assist with User Acceptance Testing (UAT) activities for departmental systems enhancements, upgrades, and process improvements as needed.
Perform contract and covenant setup reviews and compliance checks to support adherence to contractual and regulatory requirements.
Maintain departmental databases, records, and filing systems to ensure information is organized, accessible, and accurate.
Coordinate communications and work effectively with reinsurers, banks, program managers, auditors, regulators, and internal stakeholders.
Process and maintain Letters of Credit and related collateral documentation, ensuring records are current and accurately maintained.
Coordinate on-site client and vendor visits, including scheduling, logistical arrangements, catering, agenda preparation, and meeting support.
Interact professionally and effectively with individuals at all levels of management, both internally and externally, serving as a key point of coordination and communication for the department.
Provide administrative and operational support to the Executive Assistant team as needed, ensuring seamless coverage and coordination of departmental and executive activities.
Provide administrative and operational support for special projects, reporting initiatives, and other duties as assigned.