Administrative Assistant

Administrative Assistant

First MainStreet Insurance (FMSI), a TrueNorth entity, is seeking an Administrative Assistant to join our Pipestone, MN office and help us drive smooth operations and client success! The Administrative Assistant's primary responsibility is to manage the front reception desk while also providing diverse support for both internal and external company processes.

About First MainStreet Insurance:

First MainStreet Insurance was established in 2017 as an organization dedicated to supporting local insurance agencies. Its mission is to help agencies preserve their hometown identity while gaining access to broader resources, expanding carrier markets, and the operational strength needed to stay competitive.

FMSI operates as an affiliate of TrueNorth Companies, a leading insurance and risk-management firm. TrueNorth established FMSI as a strategic platform to connect with and elevate community-based agencies across the Midwest. For years, FMSI has delivered innovative solutions and personal, relationship-driven service to meet our clients' evolving needs. Our integrated platform spanning risk management, employee benefits, and personal financial strategies creates a comprehensive approach to the complex challenges of today's world.

Come join our amazing team!

What FMSI Offers:

FMSI offers a lineup of excellent benefits to all full-time employees, including:

• Annual Bonus
• Medical, Dental, Vision, Life, and Disability Insurance
• 401(k) with Company Contributions
• Paid Time Off (PTO): Paid time off ensures rest and balance, plus 11 paid holidays
• Donation Match Program
• Tuition reimbursement and paid certifications, licenses, and designations
• Employee Assistance Program (EAP) and wellness program with financial incentives
• $3,000 Referral Bonus

Essential Job Functions:

• Greet all guests promptly and professionally; ensure sign-in and escort procedures are followed by staff.
• Monitor and manage the Support Help Desk and catering requests, communicating progress updates to requestors as needed.
• Handle all outgoing/incoming mail and package distribution per standard procedures; track postage funds and replenish as necessary.
• Maintain a working knowledge of company divisions, roles, and procedures; document, maintain, and follow established processes.
• Administer Motor Vehicle Reports (MVR) upon request and ensure accuracy.
• Participate in quarterly safety meetings; confirm all assigned employees are accounted for in emergency situations.
• Track and maintain supply inventory (office, kitchen, janitorial, business cards, etc.) and handle ordering and distribution.
• Coordinate internal events, adhering to budget limits, selecting vendors, and meeting delivery timelines.
• Prepare workstations for new hires and clean/stock stations for departing employees at least a day before their start/termination.
• Assist Financial Strategies Division with financial application processing and client calls; work with the Community Impact Director to lead internal committees, organize community initiatives, and plan engagement activities within budget.

Credentials:

• High School diploma or GED required, two or four-year degree preferred
• 3 years of Administration experience preferred
• Customer Service or related work experience preferred
• Experience with Microsoft Office, including Word and Outlook functions
• Must be able to work on-site five days per week

Skills:

• Demonstrates strong customer focus, ensuring a positive experience and anticipating client needs.
• Works independently with minimal supervision, taking initiative to complete tasks effectively.
• Exhibits influence through clear communication and the ability to inspire collaboration and teamwork.
• Maintains exceptional organizational skills, keeping tasks and priorities well-structured.
• Plans efficiently, balancing short-term tasks with long-term project goals.
• Displays a positive attitude and energy, contributing to a supportive team environment.
• Upholds a high level of professionalism in all interactions, maintaining company standards and values.
• Builds and manages relationships effectively, fostering trust and open communication.
• Excels at time management, meeting deadlines and handling multiple tasks efficiently.

Physical Demands: The primary language of First MainStreet is English. Excellent communication skills are defined as the ability to actively listen for total comprehension, ask questions that enhance the understanding of a certain topic, and relay information and/or instruction in a descriptive and understandable fashion in both written and verbal forms. Occasional lifting up to 20 lbs. may be necessary from time to time. Must be able to sit for long periods of time, view a computer monitor, and type (up to 8 hours a day). Specific vision abilities required include close vision, distance vision, color vision, depth perception, and ability to adjust focus.