Executive Administrative Assistant - Employee Benefits Division

OneAmerica Financial•South Portland, ME

8h•$31 - $52•Hybrid

About The Position

At OneAmerica, we deliver on promises when customers need us most. We believe the best way to serve our customers is to know that every individual, employee, family and business we work with has unique personal and financial goals. We keep our promises, so we can help them achieve their goals and realize their definition of financial success. Job Summary We are seeking a highly organized and proactive Executive Administrative Assistant for the Employee Benefits (EB) division supporting the President of Employee Benefits. This role serves as a trusted strategic partner to leadership, managing executive priorities, coordinating business operations, driving reporting activities, and ensuring seamless execution of key initiatives. The ideal candidate combines exceptional administrative expertise with strong business acumen, analytical skills, and the ability to anticipate organizational needs. This role requires the flexibility to travel to Indiana on an as-needed basis to attend training sessions, leadership meetings, team events, and other business functions that support organizational objectives and team collaboration.

Requirements

5+ years of executive administrative support experience, preferably within Employee Benefits, insurance, financial services, or a professional services environment.
Experience managing executive communications, presentations, travel, and complex calendars.
Experience coordinating leadership meetings, board materials, and strategic projects
Experience working independently in a fast-paced environment with multiple competing priorities.
Demonstrated experience serving as a strategic business partner to senior leaders.
Proven ability to own and deliver monthly operational reporting and executive dashboards.
Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Outlook, and Teams.
Ability to prioritize competing demands in a deadline-driven environment.
Strong analytical, organizational, and project management skills.
Exceptional attention to detail and ability to manage confidential information.
Excellent communication and relationship-building skills with internal and external stakeholders.
Experience supporting multiple leaders and managing competing priorities in a fast-paced environment.
High School diploma required

Nice To Haves

Bachelor's degree is preferred or equivalent combination of education and experience.

Responsibilities

Serve as a trusted strategic partner to leadership by anticipating needs, managing priorities, and supporting key business initiatives.
Own the preparation, analysis, and distribution of monthly operational reports, dashboards, and leadership updates to support decision-making and business performance tracking.
Monitor key operational metrics, identify trends, and provide insights to leadership regarding team performance, client activity, and business results.
Manage complex calendars, meetings, appointments, and travel arrangements.
Prepare presentations, reports, executive summaries, meeting materials, and client correspondence.
Support billing, expense reporting, and vendor coordination activities.
Coordinate meetings, webinars, EB events, and leadership meetings.
Track strategic projects, action items, and deadlines to ensure timely completion of deliverables.
Maintain accurate records, contracts, and confidential EB information.
Assist with proposal preparation, renewals, and project management activities.
Support budgeting, expense reporting, billing coordination, and vendor management.
Serve as a liaison between internal stakeholders.
Identify opportunities to improve administrative and operational processes to enhance team effectiveness.
Office facilities and beverage maintenance coordination.
Support office operations and special projects as assigned.