Office Administrative Specialist

About the Company

The Office Administrative Specialist will provide administrative support to business units across the organization and work directly with the President & CEO. This position is hybrid in our client's Oak Brook, IL office.

About the Role

The Office Administrative Specialist will provide administrative support to business units across the organization and work directly with the President & CEO.

Responsibilities

• Provides administrative support to the President & CEO and Vice President, Claims & Shareholder Initiatives.
• Assists with the creation of liability insurance documents, reports, and presentations for use internally and for shareholder meetings and events.
• Supports the President & CEO and Controller in the administration of employee benefit programs.
• Supports Controller with researching, recommending, and coordinating employee meetings for annual enrollment in benefit programs.
• Assists Controller with distribution of necessary forms to new employees.
• Supports the President & CEO with compliance matters including, but not limited to, assigning and tracking of annual mandatory anti-harassment training, working with Controller to update the Employee Handbook, providing office updates at team meetings, recognition of birthdays and work anniversaries, providing special recognition for milestone anniversaries, planning holiday celebrations.
• Responsible for general office management including ordering supplies, organizing office operations and procedures, maintaining office equipment and furnishings, processing invoices, managing contact databases and all mailings, interfacing with building management, including lease renewals, and requisitioning appropriate vendors.
• Coordinates and participates in office support functions including mail functions and telephone with other support staff on a rotating basis.
• Manages office procurement to ensure the best quantity and quality of goods and services are purchased at the most competitive prices.
• Creates processes to better manage expenditures.
• Works with the President & CEO, Controller, and Vice President, Claims & Shareholder Initiatives to identify areas where savings may be realized.
• Assists Controller with annual budget process for meetings and office expenses.
• In collaboration with the President & CEO and Vice President, Claims & Shareholder Initiatives, plans and executes assigned internal and external meetings at headquarters and in remote locations or online, including two Shareholder and six Board meetings annually.
• Manages all aspects of the event planning process as assigned by the President & CEO or Vice President, Claims & Shareholder Initiatives, which could include all or some of the following: scouting location or appropriate online application, negotiating contracts, tracking budgets, selecting meeting space, food and beverage, audio visual needs, developing and coordinating communication with attendees, sponsors, exhibitors, presenters and venue staff, administering online meeting information and registration, managing event logistics, and preparing post-event reports.
• Requires some travel as determined by the President & CEO.
• Liaison to the graphics design business partners for annual report preparation, website artwork/design, promotional giveaways, and other projects.
• Collaborates with President & CEO and IT Provider for website content and updates, Shareholder Portal, and broadcast emails to effectively describe and promote the company, its services, and partnerships, and share with and collect information from Shareholders and its business partners.

Qualifications

• Bachelors Degree
• 5+ years of proven experience in office management.
• Insurance or financial services industry experience strongly preferred.
• Human Resources experience preferred but not required.

Required Skills

• Demonstrate high level of proficiency in Microsoft Word, Excel, Access, and PowerPoint.
• Excellent written and oral communication skills.
• Knowledge of non-profit, religious and/or Catholic Church organizations is preferred.
• Ability to obtain notary public license and bond (at company expense).

Preferred Skills

• Human Resources experience preferred but not required.

Pay range and compensation package

The anticipated salary for this position is $65,000 to $80,000 annually. We understand salary is an important factor in a job search, and we encourage you to apply even if you feel that your desired compensation may fall outside of the listed range. The final pay for this position is determined based on several factors including but not limited to, relevant experience, skills and certifications, education and training, geographic location, market conditions, and internal equity. We are committed to finding the right candidate for this role and are open to discussing how your unique qualifications align with our needs.

Equal Opportunity Statement

We are committed to diversity and inclusivity.

Contact: Erin Gamez

Senior Recruiter

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