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Executive Administrative Assistant

4 months ago

Chagrin Falls, United States Althans Insurance Agency, Inc. Full time

Company Description

Althans Insurance Agency, Inc. is a full-service insurance agency located in Chagrin Falls, OH. We represent approximately 50 different insurance companies, offering a wide range of insurance products and services to both businesses and individuals. Our specialties include Business Property Insurance, Casualty Insurance, Bonds, Group Health Insurance, Life Insurance, Retirement Plans, Home Insurance, and Auto Insurance. At Althans Insurance, you'll find a dedicated team focused on meeting the unique needs of our clients.


Summary:

The Executive Administrative Assistant is an indispensable member of the Althans Insurance Agency team, providing high-level administrative support to the agency owner while ensuring the smooth functioning of the Chagrin Falls office. This role requires a combination of exceptional organizational skills, meticulous attention to detail, strong communication abilities, and a proactive approach to problem-solving.


Key Responsibilities:


Executive Support:

  • Calendar Management: Expertly manage the agency owner's calendar, scheduling meetings with clients, appointments with insurance carriers, industry events, and personal commitments.
  • Correspondence: Prepare and manage professional emails, client correspondence, insurance documents, reports, and presentations on behalf of the agency owner.
  • Meeting Coordination: Efficiently organize logistics for meetings, including booking conference rooms or virtual meetings, preparing agendas, materials, and taking detailed minutes.
  • Project Management: Assist the agency owner with project coordination, tracking deadlines for various projects, and ensuring tasks are completed accurately and on time.
  • Travel Coordination: (If applicable) Arrange flights, hotels, and transportation for the agency owner when attending industry conferences or training sessions. Prepare detailed itineraries and expense reports.
  • Research and Information Gathering: Conduct research on insurance products, industry trends, and competitor analysis to support the agency owner's decision-making.
  • Confidential Information Handling: Maintain the highest level of discretion and confidentiality with sensitive client and business information.

Office Administration:

  • Office Operations: Oversee the daily administrative operations of the Chagrin Falls office, ensuring a welcoming and professional environment for clients and staff.
  • Client Relations: Act as a liaison between clients and the agency owner, providing exceptional customer service and addressing inquiries promptly and professionally.
  • Vendor Management: Manage relationships with insurance carriers, office suppliers, and service providers, negotiating contracts and ensuring quality service delivery.
  • Marketing Support: Support the implementation of marketing initiatives, such as social media updates, email campaigns, and event coordination.

Qualifications and Skills:

  • Education: High school diploma required; associate or bachelor's degree preferred or equivalent work experience.
  • Experience: Prior experience as an administrative assistant, office manager, or in a similar role with a demonstrated ability to provide executive-level support.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), agency management systems, and other relevant software.
  • Communication Skills: Impeccable written and verbal communication skills, adept at building rapport with clients, colleagues, and insurance carrier representatives.
  • Organizational Skills: Highly organized and detail-oriented, with the ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines consistently.
  • Problem-Solving Skills: Resourceful and proactive in identifying and resolving issues independently, demonstrating initiative and good judgment.
  • Interpersonal Skills: Positive and approachable demeanor, excellent interpersonal skills, and a commitment to providing outstanding client service and fostering a collaborative team environment.

Additional Requirements:

  • Knowledge of insurance terminology and products is beneficial.
  • Ability to maintain discretion and handle confidential information.
  • Ability to work independently and as part of a team.
  • Flexible and adaptable to changing priorities and deadlines.

Compensation and Benefits:

  • Competitive salary and benefits package, including health insurance, retirement plan contributions, and paid time off.