Operations Assistant

Job description

Responsible for providing a wide variety of administrative support and project assistance for the Human Resources and Marketing departments. Prepares routine and advanced correspondence including reports and has responsibility for managing mail distribution and assisting with Marketing tasks including creation of social media content.

HR/Operations:
• Provides administrative support to Human Resources, Marketing, and Executive management on operational tasks and initiatives as needed.
• Manage all vendor contracts as well as assist with administrative functions required for compliance and regulatory filings.
• May assist with internal corporate communications.
• Coordinates and manages all administrative tasks required for board meetings, staff meetings and any company function.
• Proactively manages the corporate calendar.
• Supports all functions of the organization with special projects as needed.
• May assist the executive management team with corporate expenses.
• Manage and prioritize incoming and outgoing mail for the company.
• Ensures operation of equipment by completing service calls for repairs and helpdesk tickets.
• Manage current inventory of office supplies and order supplies as needed.
• Receive, sort, and distribute the mail.
• Assists management with the promotion, planning, and development of corporate cultural initiatives/activities.


Marketing:
• Assist with the search for Agent, Branch and Agent licenses on multiple websites.
• Assist with system administrator duties for WC Management software.
• Assist with system administrator duties for SalesForce.com.
• Assist with review of annual company appointment renewals.
• Assist with the support of marketing activities including events and marketing materials that includes organizing and shipment of items.
• Assist with social media posts to support organizations marketing events.
• Additional duties as assigned.


Education and/or Work Experience Requirements:
• Bachelor's or Associate-level degree preferred with High School diploma or GED acceptable.
• 3 - 5 of work experience as an operations assistant as well as experience supporting marketing initiatives.
• Experience in insurance industry preferred but not required.
• Canva and Mailchimp experience a plus.
• Content creation a plus.

Required Knowledge, Skills & Abilities:
• Excellent customer service and verbal and written communication skills.
• Proactive, independent, and takes initiative with consistent follow through.
• Demonstrated maturity and tact when working with sensitive information.
• Exceptional ability to multitask and prioritize tasks.
• Superior time management skills.
• Capability to work under pressure to meet deadlines and work in a fast-paced work environment.
• Proficiency with MS Office - Word, Excel and Outlook.
• Ability to maintain a positive attitude and provide exemplary customer service.
• Social Media Platform Knowledge - LinkedIn, Instagram, Facebook, etc.) posting or scheduling social content, including basic photo, video editing.

Working Conditions & Physical Requirements:
• Office environment.
• Occasional travel may be required.
• Sedentary work - must be able to remain in a stationary position 90% of the time.
• Ability to operate standard office equipment and keyboards, walk short distances, exert negligible amounts of force infrequently to lift, carry, push, pull or otherwise move objects, and/or drive a vehicle infrequently to deliver or pick up materials.
• Must have close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to safely and successfully perform the essential job functions consistent with all federal, state and local standards.
• Ability to meet qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance.