Administrative Assistant

Digital Insurance•Franklin, TN

22h

About The Position

Employee Benefits is the core of our business and at our heart we are a people-focused organization. Every day, we help over 100,000 employers give their employees peace of mind by providing health, pharmacy, long and short-term disability, vision, dental and other insurance solutions. What makes us unique is that we can surround our clients with more services and more technology-based tools and a team of advisors that simply cares more than anyone else. If you want a career giving people the reassurance that they can have access to the health care they need for themselves and their loved ones, join OneDigital. Our Newest Opportunity: Summary: The Administrative Assistant will assist with general administrative duties and day-to-day office operations. There will be a range of key responsibilities, so this is a great role for those who are flexible, have a “can-do” attitude, and who thrive in a fast-paced environment.

Requirements

Excellent verbal and written communication skills
Good interpersonal and customer service skills
Exceptional organization skills
Must be a team player
Ability to work independently
Must be able to manage multiple priorities
Able to maintain confidentiality

Responsibilities

Reception & Visitor Experience: Warmly answer and appropriately direct all incoming telephone calls. Welcome and assist visitors, clients, prospects, and vendors upon arrival.
Office & Facilities Management: Serve as the primary point of contact with building management, resolving issues related to maintenance, parking, power outages, security, and trash removal. Ensure all shared spaces remain clean, organized, and presentable — including conference rooms, supply closets, hoteling offices, and break rooms. Prep and maintain the kitchen daily by monitoring snacks, beverages, dishwasher, and coffee machine. Assist in maintaining all office equipment (copiers, shredders, etc.) and coordinate with vendors as needed. Order and maintain office supplies, including paper, toner, and kitchen supplies. Submit IT service tickets and assist with issues affecting individual team members or the broader office.
Conference Room & Event Coordination: Coordinate conference room scheduling; assist with setup, cleanup, and food selection/ordering for meetings. Assist with planning and day-of logistics for on- and off-site events. Coordinate client and prospect gifting campaigns (birthdays, holidays, bereavement, and special occasions).
Mail & Shipping: Manage all incoming and outgoing mail and packages, delivering to team members as needed. Serve as the primary receiving and outbound coordinator for USPS, UPS, and FedEx. Scan and send documents to the corporate office as needed.
Administrative Support: Create and update client checklists. Serves as a CRM superuser with deep platform expertise, including data hygiene and end-user support. Update the CRM with policies, renewal dates, participants, premiums, projections, and documents. Pull reports from carrier websites as needed. Print and bind client presentations as needed. Train staff on office equipment as needed. Complete additional administrative projects as assigned by the management team.
Marketing Support: Coordinate logistics for client and prospect gifting campaigns and events. Collaborate with the Marketing Manager to ensure onsite availability of required marketing materials and collateral.
Culture & Events: Serve as a culture champion, ensuring daily operations and office procedures align with OneDigital's cultural values. Plan and communicate internal staff events and employee recognition initiatives. Implement national OneDigital employee programs and events.