Executive & Legal Administrative Specialist - Hybrid

Worker's Compensation Insurance Rating Bureau•San Francisco, CA

12d•$77,000 - $80,000•Hybrid

About The Position

The Workers’ Compensation Insurance Rating Bureau of California (WCIRB) is looking for a dynamic, professional, dependable, and exceptionally organized Executive & Legal Administrative Specialist. This role will provide support to legal and operational department executives and staff. Success in this position will come from being able to stay several steps ahead, knowing what needs to happen next, following through on commitments, and keeping priorities organized. This is an excellent opportunity to build a meaningful career with a solid company that values its employees. The Executive & Legal Administrative Specialist interacts directly and frequently communicates with insurers, committee members, CDI staff, Senior Leadership, department leaders, in-house and outside counsel, and is routinely entrusted with confidential information. The Executive & Legal Administrative Specialist works under general supervision, produces work that is occasionally reviewed for accuracy and adherence to established procedures, and reports to the Managing Counsel.

Requirements

High School Diploma or equivalent required
Three or more years of experience in an administrative role, preferably in a corporate or legal environment.
Must be able to perform assigned duties independently while collaborating effectively within a team environment, following established procedures and working under general supervision.
Self-motivated, resourceful, energetic, problem-solving team player with the ability to work under pressure.
Excellent organizational and time management skills with the ability to handle multiple tasks/projects concurrently with tight deadlines.
Excellent follow-through, analysis of information and ability to complete assignments in an expeditious, yet accurate manner.
Strong computer skills including expertise in MS Office application software.
Excellent document preparation, proofreading and editing skills with strong attention to detail and grammar.
Must be able to write or modify text to compose correspondence, procedures and templates.
Professional demeanor and utmost discretion in handling confidential information.
Excellent communication and interpersonal skills and the ability to interface with a variety of individuals in several different work conditions.
The successful candidate will reside in California

Nice To Haves

associate or bachelor’s degree preferred

Responsibilities

Thoroughly proofreading and preparing correspondence, committee agendas and minutes, reports, exhibits, rate and regulatory filings, written procedures, California Department of Insurance (CDI) appeal filings, webinar presentations, and manuals and plans.
Organizing and maintaining documents and the General Files.
Scheduling meetings.
Administering appeals filed with the CDI.
Handling Standard Form filings, some Non-Standard Form filings and assisting with maintaining forms in the appropriate database.
Performing other regular administrative duties for the Senior Leadership, Legal and Actuarial teams.
Accurately and timely assisting staff with the production of documents, including correspondence, reports, working group and committee documents, presentations, bulletins, wire stories, and records on appeal, many of which contain confidential, proprietary and sensitive information.
Accurately and timely assisting staff with the production of documents related to the pure premium rate filing and regulatory filing, including industry notices, regulatory and advisory plans and OAL submissions; reviewing the regulatory filing prior to submission to the CDI to ensure quality, accuracy and completeness; and reviewing the Plans following the approval of the regulatory filing to ensure all approved changes are accurately reflected in the Plans.
Scheduling and calendaring enterprise and committee meetings and events, as necessary.
Regularly communicating with staff, insurers, CDI and Administrative Hearing Bureau (AHB) staff, committee and working group members and other organizations as appropriate.
Compiling exhibits and completing service of filings for AHB Appeals.
Calendaring meetings, status conferences and hearings though communication with in-house counsel, outside counsel, opposing counsel and AHB staff.
Reviewing and responding to insurer policy and endorsement Standard Form filing submissions and some Non-Standard Form filing submissions and assisting staff with maintaining form filings in the appropriate database.
Initiating and composing routine correspondence consistent with established procedures or with Counsel or the Senior Legal Project Specialists’ general oversight.
Performing other duties or tasks assigned or requested by Counsel or the Senior Legal Project Specialists, including, as needed, long-term and complex special projects that may require critical analysis of data.
Organizing and maintaining documents (including the General Files) in compliance with applicable records retention requirements and organizational policies.
Contributing to the establishment and implementation of document management standards.
Contributing to the documentation of Executive department administrative procedures.
Creating and updating document templates.
Performing editorial proofreading and verification of data.
Supporting the annual website content and Classification Search Tool review.
Distributing emails in the general email inboxes to appropriate staff.
Assisting the Managing Counsel in organizing the workflow in the absence of the Executive Administrative Manager.
Preparing and producing documents in response to subpoenas.