Executive Administrative Assistant - Employee Benefits Division

Job Description

Job Description

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 analytical skills, and the ability to anticipate organizational needs.

This role requires 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.

What You’ll Do:

• 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, Employee Benefits events, and leadership meetings.
• Track strategic projects, action items, and deadlines to ensure timely completion of deliverables.
• Maintain accurate records, contracts, and confidential Employee Benefits 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.

Qualifications for Success:

• 5+ years of Professional level experience in a related executive support role.
  • Or any combination of education and experience which would provide an equivalent background.
• 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.
• Bachelor's Degree or any combination of education and experience which would provide an equivalent background.
  • High School Diploma or equivalent

Salary Band : 04C

#LI-HW1

This selected candidate will be expected to work hybrid in Portland, ME. The candidate will also be expected to physically return to the office in CA, IN or ME as business needs dictate or for team building and collaboration.

Consistent with applicable pay transparency laws, we disclose the compensation range for this position: $31.37 - $52.28 hourly . Actual compensation will be determined by factors such as education, experience, geographical location, and other job-related factors permitted by law. In addition to base pay, this role is eligible for an annual incentive program.

We offer a comprehensive total rewards package designed to support you both at work and at home. Full‑time and part‑time associates working 30 or more hours per week are generally eligible for benefits, including but not limited to:

• Medical & prescription, dental, vision insurance
• Health Savings Account & Flexible Spending Accounts
• Paid Time Off
• 10 weeks 100% paid parental leave (after completing 12 months of employment)
• 401(k) Plan with company match
• Pension Plan
• Company paid life & disability insurance
• Wellness Program & Company paid employee assistance program
• Clinic access subject to location* (*Indianapolis, Charlotte, Cincinnati )

If you are offered and accept this position, please be advised that OneAmerica Financial does not have any offices located in the State of New York and OneAmerica Financial associates are not permitted to work remotely in the State of New York.

Selected employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Disclaimer: American United Life Insurance Company (“OneAmerica Financial”) is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, gender identity), age, physical or mental disability, veteran or military status, genetic information, citizenship, or any other legally recognized protected basis under federal, state, or local law.

For all positions:

Because this position is regulated by the Violent Crime Control and Law Enforcement Act, if an offer is made, applicants must undergo mandated background checks as a condition of employment. Such background checks include criminal history. A conviction is not necessarily an absolute bar to employment. Consistent with applicable regulatory guidelines and law, factors such as the age of the offense, evidence of rehabilitation, seriousness of violation, and job relatedness are considered.

To learn more about our products, services, and the companies of OneAmerica Financial, visit oneamerica.com/companies.