Administrative Assistant III

Executive Assistant

Are you a high-energy organizational mastermind who thrives in a support role helping a great company succeed? U.S. Specialty Insurance Company is looking for a dynamic Executive Assistant to serve as the right-hand partner to our President. In this crucial role, you will do much more than manage a calendar; you will act as a vital liaison and strategic gatekeeper, driving daily operations and keeping our leadership team perfectly aligned. If you are a proactive problem solver with a passion for executive support and a desire to make a visible impact every day, we want you on our team!

Job Summary

Under general supervision, provides a wide variety of administrative and secretarial support for assigned department or work unit. Administers programs, projects, and/or processes specific to the department.

May assist in the preparation and control of departmental records and reports regarding operations.

Key Responsibilities

• Perform word processing duties for the department that may include the creation of memos, correspondence, reports, and presentations.
• Input data into spreadsheets, databases, or other departmental systems.
• Coordinate department schedules including establishing agendas and managing appointments.
• Answer phones, forward calls, and take messages.
• Order office supplies and maintain supply stock for department.
• Oversee incoming and outgoing mail distribution.
• Coordinate department meetings; arrange use of conference rooms.
• Serve as a contact for both internal and external clients.
• Maintain departmental files and may coordinate off-site storage.
• May arrange and coordinate business travel as directed by management.

Qualifications

• High school diploma or GED
• 5 years relevant administrative support experience
• Possess and have ability to apply knowledge of principles, practices, and procedures
• Solid written and verbal communication skills with an emphasis on confidentiality, tact, and diplomacy
• Advanced organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously
• Intermediate proficiency and experience using Microsoft Office package (Excel, Access, PowerPoint, Word)

Additional Working Conditions

• Because the Company has designated this as a cash-sensitive position, in addition to a criminal background check, a credit check is also required before any individual starts in this position. Employees in this position will also need to complete the background check process on an annual basis. All such checks referenced in the foregoing shall be completed in accordance with the Fair Credit Reporting Act and other applicable laws.