Administrative Assistant | Commercial Lines & Surety

Job Description

Job Description

Join an Independent Agency that is dedicated to REMAINING Independent!

We continue to Win Awards and Achieve Honors for our Culture, Industry Expertise, and Services

• Central Coast Best Places to Work by Pacific Coast Business Times (2018-2026)
• Leaders of Influence – Insurance by Orange County Business Journal (2023, 2025)
• Best Agencies to Work for by Insurance Journal (2017-2019, 2021, 2024)
• NU Agency of the Year by National Underwriters and PropertyCasualty360 (2018)
• Big “I” Best Practices Agency by Independent Insurance Agents & Brokers of America (2016-2024)
• Top 100 P&C Agencies (Insurance Journal)
• MVP Account Managers (Insurance Journal)
• Top P&C Agent of the Year (Insurance Journal)

About the Role:

The Commercial Lines Administrative Assistant provides support to the Department Leadership and Surety Teams. This role assists with scheduling, organizing information, preparing meeting materials, and tracking tasks for our Commercial Lines management team. The role also assists the Surety Account Managers with processing bonds, invoicing, and updating client files. The Commercial Lines Administrative Assistant will be responsible for multifaceted clerical and administrative tasks in a high-volume, deadline-driven environment.

The Commercial Lines Administrative Assistant will have strong comfort with technology, attention to detail, and a willingness to learn. This is an opportunity to build skills, contribute to multiple teams, and develop professionally within our agency!

How You will be Compensated:

• $23.50-$28/hour Depending on Experience
• Medical, Dental, Vision Insurance plans. We cover 98% of the premiums for most individual plans
• Free Employee Assistance Program
• Paid Holidays, Paid Sick Time, and Flexible Vacation Time
• Paid Parental Benefits
• Disability and Life Insurance
• 401(k) with 50% match
• Flexible Spending Plan (FSA) and Health Savings Account (HSA)

What you will Do:

• Commercial Lines Leadership Team
  • Provide administrative support to the Commercial Lines Leadership Team while maintaining confidentiality and ensuring timely follow-through on assigned tasks
  • Coordinate scheduling and calendar updates, prepare meeting materials and agendas, organize and distribute reports, and track follow-up tasks
  • Coordinate communication with outside vendors, carriers, and partners
  • Attend select meetings to take notes, summarize discussion points, and record action items in Asana or other tracking tools
  • Track and follow up on pending communications, management routines, and other time-sensitive tasks
  • Prepare and maintain workload reports, carrier performance reports, and other tracking documents.
• Surety Team
  • Provide quality internal & external customer service to peers, clients, and insurance/surety carriers to maintain relationships
  • Manage expectations with friendly, timely, and clear professional communication
  • Execute Surety service requests such as:
    • Payment/billing research
    • Assist with renewal bonds and continuation certificates
    • Assist with new bond requests
    • Answer simple Bond questions with clients such as limit amount and bond purpose
    • Organize and attach mail and other client related documents to our internal management system

Who You Are:

• You take pride in bringing a professional demeanor, positive work ethic, and excellent communication skills to the task at hand
• You are highly organized
• You effectively use innate critical thinking, analytical skills and good judgement
• You apply strong attention to detail using problem-solving skills, while remaining flexible and recognizing urgent needs

Qualifications

• 1+ years administrative or office experience
• Working experience with Microsoft Office Suite (Outlook, Word, PowerPoint) and proficiency in Excel using basic formulas and formatting
• Ability to learn new tools and systems, including Asana and our agency management system Applied Epic
• Ability to organize information, track tasks, and prepare simple reports
• Notary License obtained within one year of employment (employer sponsored)