Office Administrative Assistant

Company Description

Althans Insurance Agency, Inc. is a full-service insurance agency located in Chagrin Falls, OH. We represent approximately 50 different insurance companies, offering a wide range of insurance products and services to both businesses and individuals. Our specialties include Business Property Insurance, Casualty Insurance, Bonds, Group Health Insurance, Life Insurance, Retirement Plans, Home Insurance, and Auto Insurance. At Althans Insurance, you'll find a dedicated team focused on meeting the unique needs of our clients.

Summary:

The Executive Administrative Assistant is an indispensable member of the Althans Insurance Agency team, providing high-level administrative support to the agency owner while ensuring the smooth functioning of the Chagrin Falls office. This role requires a combination of exceptional organizational skills, meticulous attention to detail, strong communication abilities, and a proactive approach to problem-solving.

Key Responsibilities:

Front Desk Duties

Directing client calls to proper individuals

Greeting and directing clients and carriers to proper conference room

Forwarding client and carrier emails appropriately

Maintain office conference room schedules and update as needed

Maintain updated employee information docs

Maintain and update front desk manual and phone manual

Maintain and update holiday checklist for early closings and holidays

Check and record daily In/Out board activity

Assist onboarding committee with new hires

Mail

Process mail at EOD and deliver to the post office.

Pick up PO Box mail at lunch, after distribution scan all required documents into ImageRight

Process and distribute all outgoing UPS shipments

Collect and distribute all income UPS packages

Monitor postage meter supplies, postage updates, download postage $, and maintenance

Cleaning

Clean and stock employee kitchen each day

Keep basement storage closet organized and tidy

Keep storage basement free of clutter, deep clean once per year

Maintain and organize all office storage and supply closets

Monitor and schedule all office cleaning with cleaning crew

Schedule and organize all annual office deep cleaning

Schedule and maintain water cooler maintenance contract

Maintain a clean office space, ensuring the interior and exterior are presentable

Schedule building maintenance with various companies

Supplies

Maintain office supply closet, order supplies as needed from various sites

Maintain kitchen supply closet, order supplies for kitchens as needed from various sites

Maintain paper products and order supplies as needed

Manage activity with printers stationery, invoices, letterhead, envelopes, checks, business cards, labels, pamphlets, and marketing material.

Purchasing candy and snacks for the office lobby

Monitor all printers, change toner as needed, and order toner

Entertainment

Organize the yearly 12 Days of Christmas event

Organize monthly desert day for birthdays

Setting up lunch/breakfast for internal training sessions/classes, and staff meetings

Event planning, including summer food trucks, ice-cream, and other special events

Althans Website/Intranet

Update and file data to the Althans Intranet

Work with Alt-Media to add new material to the blog section of the website

Miscellaneous Projects

Assist staff with various tasks, such as printing jobs, binding renewals, etc.

Assist in creating, planning, and following through with the remodeling of the office

Purchase seasonal flowers and wreaths for the porch, and lobby

Purchase flowers/donations and send staff announcement/cards for bereavement, and other occasions

Order promotional items for shows

Organize and oversee the removal of excess material from the building using an outside source

Maintain company shredding removal service

Monitor AED system and order supplies as needed

Additional Requirements:

• Knowledge of insurance terminology and products is beneficial.
• Ability to maintain discretion and handle confidential information.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing priorities and deadlines.

Compensation and Benefits:

• Competitive salary and benefits package, including health insurance, retirement plan contributions, and paid time off.