Administrative Assistant Jobs

About The Position

Requirements

• 3–5+ years of administrative or executive support experience in a complex corporate environment, preferably supporting multiple senior leaders.
• Demonstrated ability to manage complex calendars, travel arrangements, expense reporting, and meeting logistics.
• Strong organizational skills and ability to prioritize competing demands and meet deadlines with limited oversight.
• Ability to exercise sound judgment and maintain discretion when working with confidential or sensitive information.
• Strong written and verbal communication skills, including experience preparing and proofreading professional correspondence, presentations, and meeting materials.
• Strong attention to detail and commitment to quality and service.
• Ability to build effective working relationships with senior leaders, colleagues, and internal and external stakeholders.
• Comfort operating in a changing environment and adjusting priorities as business needs evolve.
• Proficiency with Microsoft 365 applications and other administrative tools used to support executive workflows.

Responsibilities

• Manage complex calendars for multiple Claims Vice Presidents, scheduling meetings, appointments, and events while balancing competing priorities and optimizing leaders’ time.
• Coordinate meetings across executives and stakeholder groups, proactively resolving scheduling conflicts and adjusting priorities as needs change.
• Prepare leaders for key meetings by gathering and organizing materials, coordinating agendas, and ensuring relevant information is available in advance.
• Serve as a primary administrative point of contact for internal and external stakeholders and coordinate requests on behalf of supported leaders.
• Organize correspondence, records, and other materials, and follow up on pending items as appropriate.
• Handle sensitive and confidential information with discretion.
• Coordinate business travel, including transportation, accommodations, and detailed itineraries.
• Prepare and submit expense reports through appropriate systems, ensuring timely and accurate completion.
• Assist with invoices and other administrative transactions as needed.
• Coordinate logistics for leadership meetings, onsite gatherings, conferences, and special events.
• Support meeting preparation, including agendas, materials, room coordination, and other logistical needs.
• Coordinate with internal partners and external stakeholders to ensure meetings and events run smoothly.
• Prepare, edit, and proofread correspondence, presentations, reports, and other materials, including confidential documents.
• Gather, organize, and summarize information or data to support leadership needs.
• Support special projects and departmental or enterprise initiatives as requested.
• Independently manage routine and increasingly complex administrative assignments within established procedures and guidelines.
• Identify opportunities to improve administrative processes and create greater consistency and efficiency across the supported leadership team.
• Provide backup or shared administrative support across the Claims leadership organization as business needs require.

Benefits

• PTO and parental leave
• Competitive 401(k) and employee benefits
• Free financial counseling, health coaching, and employee assistance program
• Tuition assistance program
• Work arrangements that work for you
• Effective productivity and technology tools and training
• Leadership development and virtual training opportunities
• May be eligible for the discretionary Annual Incentive Program and other rewards, including long-term incentives and sales incentives