Executive Assistant I (Hybrid; Must Reside in Maine)

Aflac•South Portland, ME

3d•$43,000 - $56,600•Hybrid

About The Position

We are the duck. We develop and empower our people, cultivate relationships, give back to our community, and celebrate every success along the way. We do it all…The Aflac Way. Aflac, a Fortune 500 company, is an industry leader in voluntary insurance products that pay cash directly to policyholders and one of America's best-known brands. Aflac has been recognized as Fortune's 50 Best Workplaces for Diversity and as one of World's Most Ethical Companies by Ethisphere.com. Our business is about being there for people in need. So, ask yourself, are you the duck? If so, there's a home, and a flourishing career for you at Aflac. Worker Designation - This role is hybrid. This means you will be expected to report to the Aflac office in South Portland, ME four days of the work week. You will work from your home (within the continental US) for the remaining portion of the work week. Details of this schedule will be discussed with your leadership.

Requirements

High School Diploma or Equivalent
3 years of administrative support experience
Excellent oral, written and interpersonal communications skills to interact effectively, exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management

Nice To Haves

Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) (preferred)

Responsibilities

Organizes flow of work by reviewing correspondence and determining the importance of such before distributing to executives or redirecting to the appropriate management team for feedback or response; answers questions and furnishes information to keep executive's time free of minor detail work.
Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries.
Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department's budget; submits travel and other expenses for payment or reimbursement.
Maintains effective and accurate filing systems that provide a quick reference database of records, including but not limited to, staff personnel records, time sheets, statistical and financial reports that show the department's accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records.
Provides administrative support related to the operational functions of the department and assists with the training and development of subordinate secretaries and other administrative staff.
Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.

Benefits

medical, dental, and vision coverage
prescription drug coverage
health care flexible spending
dependent care flexible spending
Aflac supplemental policies (Accident, Cancer, Critical Illness and Hospital Indemnity offered at no costs to employee)
401(k) plans
annual bonuses
an opportunity to purchase company stock
11 paid holidays
up to 20 days PTO
state-mandated sick leave