Executive & Legal Administrative Specialist - Hybrid

Job Description

Job Description

Join the WCIRB!  The Workers’ Compensation Insurance Rating Bureau of California (WCIRB) is looking for a dynamic, professional, dependable, and exceptionally organized Executive & Legal Administrative Specialist . This role will provide support to legal and operational department executives and staff. Success in this position will come from being able to stay several steps ahead, knowing what needs to happen next, following through on commitments, and keeping priorities organized. This is an excellent opportunity to build a meaningful career with a solid company that values its employees.  

A Day Could Include:

(1) thoroughly proofreading and preparing correspondence, committee agendas and minutes, reports, exhibits, rate and regulatory filings, written procedures, California Department of Insurance (CDI) appeal filings, webinar presentations, and manuals and plans; 

(2) organizing and maintaining documents and the General Files; 

(3) scheduling meetings; 

(4) administering appeals filed with the CDI,

(5) handling Standard Form filings, some Non-Standard Form filings and assisting with maintaining forms in the appropriate database and 

(6) performing other regular administrative duties for the Senior Leadership, Legal and Actuarial teams. 

The Executive & Legal Administrative Specialist interacts directly and frequently communicates with insurers, committee members, CDI staff, Senior Leadership, department leaders, in-house and outside counsel, and is routinely entrusted with confidential information. 

The Executive & Legal Administrative Specialist works under general supervision, produces work that is occasionally reviewed for accuracy and adherence to established procedures, and reports to the Managing Counsel.

Essential Duties and Responsibilities 

• Accurately and timely assists staff with the production of documents, including correspondence, reports, working group and committee documents, presentations, bulletins, wire stories, and records on appeal, many of which contain confidential, proprietary and sensitive information. 
• Accurately and timely assists staff with the production of documents related to the pure premium rate filing and regulatory filing, including industry notices, regulatory and advisory plans and OAL submissions; reviews the regulatory filing prior to submission to the CDI to ensure quality, accuracy and completeness; and reviews the Plans following the approval of the regulatory filing to ensure all approved changes are accurately reflected in the Plans. 
• Schedules and calendars enterprise and committee meetings and events, as necessary.
• Regularly communicates with staff, insurers, CDI and Administrative Hearing Bureau (AHB) staff, committee and working group members and other organizations as appropriate. 
• Compiles exhibits and completes service of filings for AHB Appeals. 
• Calendars meetings, status conferences and hearings though communication with in-house counsel, outside counsel, opposing counsel and AHB staff.
• Reviews and responds to insurer policy and endorsement Standard Form filing submissions and some Non-Standard Form filing submissions and assists staff with maintaining form filings in the appropriate database.
• Initiates and composes routine correspondence consistent with established procedures or with Counsel or the Senior Legal Project Specialists’ general oversight. 
• Performs other duties or tasks assigned or requested by Counsel or the Senior Legal Project Specialists, including, as needed, long-term and complex special projects that may require critical analysis of data. 
• Organizes and maintains documents (including the General Files) in compliance with applicable records retention requirements and organizational policies.
• Contributes to the establishment and implementation of document management standards. 
• Contributes to the documentation of Executive department administrative procedures. 
• Creates and updates document templates. 
• Performs editorial proofreading and verification of data. 

• Supports the annual website content and Classification Search Tool review. 
• Distributes emails in the general email inboxes to appropriate staff. 
• Assists the Managing Counsel in organizing the workflow in the absence of the Executive Administrative Manager. 
• Prepares and produces documents in response to subpoenas.

Education and Experience

• High School Diploma or equivalent required, associate or bachelor’s degree preferred.
• Three or more years of experience in an administrative role, preferably in a corporate or legal environment.

Leadership, Management and People Skills

• Must be able to perform assigned duties independently while collaborating effectively within a team environment, following established procedures and working under general supervision.
• Self-motivated, resourceful, energetic, problem-solving team player with the ability to work under pressure.
• Excellent organizational and time management skills with the ability to handle multiple tasks/projects concurrently with tight deadlines.
• Excellent follow-through, analysis of information and ability to complete assignments in an expeditious, yet accurate manner.
• Strong computer skills including expertise in MS Office application software.
• Excellent document preparation, proofreading and editing skills with strong attention to detail and grammar.
• Must be able to write or modify text to compose correspondence, procedures and templates.

Communication Skills

• Professional demeanor and utmost discretion in handling confidential information.
• Excellent communication and interpersonal skills and the ability to interface with a variety of individuals in several different work conditions.

Perks & Benefits
Our employees enjoy a state of the art, energy-efficient, open work environment that nurtures collaboration and creativity. At the WCIRB, we go the extra mile to keep our employees happy and healthy. 

Proud to be recognized as a Plan Sponsor of the Year finalist for our commitment to retirement readiness through strong 401k and pension offerings.

Some of our perks include: 

• Hybrid work environment (40% onsite 60% remote)
• Medical, dental and vision benefits
• Competitive PTO Program
• Wellness benefits 
• 401K and pension plan
• Social activities