Executive Assistant Office Manager

Company Description: The FAIR Plan Alliance was created to meet the needs of small to mid-size FAIR Plans. FAIR Plans are residual market mechanisms that provide basic insurance to property owners that are unable to find coverage in the voluntary market. Acting as a service provider for various FAIR Plans, we strive to reduce operating expenses by combining services for Plans where size and activity level may require the improved efficiencies achieved by centralized operations. We deliver cost-effective quality services of optimum value to each Plan, while ensuring that the costs of the consolidated services and operations are as low as possible. We continuously evaluate our services to ensure we meet the needs of our insureds and the standards of our individual boards, member companies and Departments of Insurance.

Role Description This full-time hybrid Executive Assistant Office Manager role provides comprehensive administrative and organizational support to leadership while overseeing daily office operations. Responsibilities include managing calendars, scheduling meetings, coordinating virtual and on-site events, and preparing correspondence, reports, and presentations. The role also involves handling incoming inquiries, maintaining records and files, and ensuring efficient use and maintenance of office equipment and systems. The Executive Assistant Office Manager will assist with internal communication, help streamline workflows and procedures, and support special projects that advance the FAIR Plan Alliance mission. This position requires consistent collaboration with team members across the organization and strong attention to detail in a hybrid (3 days in-office, 2 days home) work environment.

Qualifications

• Candidates should possess strong Communication skills, including clear written and verbal communication and professional email and phone etiquette.
• Candidates should possess Administrative Assistance skills, including calendar management, document preparation, scheduling, and record keeping.
• Candidates should possess Office Administration skills, including organizing workflows, maintaining files, coordinating meetings, and supporting office policies and procedures.
• Candidates should possess Customer Service skills, including timely responses to inquiries, providing accurate information, and handling sensitive situations with professionalism.
• Candidates should possess familiarity with Office Equipment and software, including printers, scanners, and common productivity tools (e.g., Microsoft Office or similar suites).
• Relevant qualifications include strong organizational and time-management abilities, problem-solving skills, and reliability in a remote work setting.
• Minimum of five years of related experience in an executive assistant, office management, or administrative leadership role; or equivalent combination of education and experience. Insurance industry experience preferred.
• Ability to read, analyze, and interpret general business procedures. Ability to draft and proofread correspondence professionally on behalf of executive leadership. Ability to effectively present information and respond to questions from peer managers, staff, board members, customers, and producers.
• Proficient in common operating systems and productivity tools (Microsoft Office, Excel, Outlook, Edge, etc.), calendar and scheduling software, and virtual meeting platforms (Teams, Zoom, etc.). Ability to learn new web-based systems and assist in testing the development of same.