Administrative Assistant (Insurance and/or Legal Experience)

Job Description

Job Description

Administrative Assistant (Insurance and/or Legal Experience).

The Administrative Assistant provides high‑level administrative and operational support to ensure the smooth functioning of daily business activities. This role is ideal for someone with prior experience in insurance, legal services, or a related professional environment. The successful candidate will be detail‑oriented, proactive, and comfortable handling sensitive information with discretion.

• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare, edit, and format correspondence, reports, and internal documents.
• Maintain organized filing systems (digital and physical), ensuring accuracy and confidentiality.
• Handle incoming calls, emails, and inquiries with professionalism.

Insurance / Legal Support:

• Assist with preparing, reviewing, and organizing insurance or legal documents such as claims files, case files, contracts, or policy documents.
• Track deadlines, renewals, compliance requirements, and case or claim milestones.
• Conduct basic research related to insurance policies, regulations, or legal matters.
• Support claims processing, documentation requests, or case preparation as needed.

Operational Coordination:

• Liaise with clients, vendors, attorneys, adjusters, or other stakeholders.
• Maintain databases, logs, and tracking systems for cases, claims, or policy information.
• Assist with billing, invoicing, and expense reporting.
• Support onboarding of new clients or cases by gathering required documentation.

Qualifications.

Required:

• 2+ years of administrative experience, preferably in insurance, legal, or a regulated professional environment.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and document management systems.
• Ability to handle confidential information with discretion.

Preferred:

• Experience with insurance claims systems, legal case management software, or CRM platforms.
• Familiarity with industry terminology (e.g., claims, underwriting, litigation, discovery, compliance).
• Notary certification or willingness to obtain one.
• Paralegal certificate or formal paralegal training preferred.

Key Competencies:

• Attention to detail and accuracy.
• Professionalism and strong interpersonal skills.
• Problem‑solving and critical thinking.
• Ability to work independently and as part of a team.
• Adaptability in a fast‑paced environment.

Work Environment & Schedule:

• Full‑time position with standard business hours.
• Occasional overtime during peak periods or deadlines.
• Hourly – Non-Exempt.
• Pay Range: $28.00 - $35.00 depending on experience.