Administrative Assistant

Administrative Assistant

The Baldwin Group is an award-winning entrepreneur-led and inspired insurance brokerage firm delivering expertly crafted Commercial Insurance and Risk Management, Private Insurance and Risk Management, Employee Benefits and Benefit Administration, Asset and Income Protection, and Risk Mitigation strategies to clients wherever their passions and businesses take them throughout the U.S. and abroad. The Baldwin Group has award-winning industry expertise, colleagues, competencies, insurers, and most importantly, a highly differentiated culture that our clients consider an invaluable expansion of their business. The Baldwin Group (NASDAQ: BWIN), takes a holistic and tailored approach to insurance and risk management. The Administrative Assistant serves as the central point of communication and support for the southeast team, creating a positive first impression for clients, colleagues, and business partners. This role provides comprehensive administrative support to advisors, leadership, and team members by coordinating schedules, managing communications, organizing office operations, arranging travel, supporting meetings and events, and ensuring the efficient day-to-day functioning of the office and virtual work environment.

Primary Responsibilities:

• Provide administrative support to advisors, leadership, and team members.
• Manage incoming phone communications, route calls efficiently, and respond to client and colleague inquiries in a professional manner.
• Coordinate and manage calendars, meetings, appointments, and related logistics to ensure efficient scheduling and seamless execution of business activities.
• Perform general administrative duties including document management, scanning, filing, and record maintenance.
• Serve as the first point of contact for clients and visitors.
• Coordinate conference room scheduling and meeting preparations.
• Inventory and maintain office supplies.
• Maintain office equipment and coordinate service as needed.
• Prepare and distribute FedEx and U.S. Mail shipments.
• Coordinate travel arrangements including flights, hotels, rental cars, and itineraries.
• Assist with company events, client meetings, luncheons and dinner reservations as needed.
• Process expense reports and support administrative financial activities while maintaining confidentiality.

Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills.
• Strong organizational, planning, and time-management abilities.
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Strong customer service orientation and professional demeanor.
• Ability to work independently and collaboratively in a fast-paced environment.

Education & Experience:

• Minimum one year of administrative, client services, or related professional experience.

Important Notice:

• This position description is intended to describe the level of work required of the person performing in the role and is not a contract. The essential responsibilities are outlined; other duties may be assigned as needs arise or as required to support the organization. All requirements may be subject to reasonable accommodation to applicants and colleagues who need them for medical or religious reasons.