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Executive Assistant to President and New Business Processor
2 months ago
Offices are based in Boca Raton, FL
Fully onsite; Monday – Friday
Financial Firm offering a broad range of insurance and financial services, leveraging strategic partnerships to provide our clients with comprehensive, individualized plans resulting in long term client loyalty.
Currently seeking a highly organized and professional Executive Assistant to join the team and provide on-going administrative support as they expand their practice in south Florida and New York.
Position Overview
The successful candidate will have great communication skills, superior organizational skills and enjoy working in a small office environment. You will be part of a team supporting 4+ financial professionals located in Florida and New York and will be responsible for assisting with Executive administrative functions for the President of the firm as well as handle the New Business Processing for the firm. You will be one of the initial points of contact for client calls, manage an ever-changing calendar, and assist with the completion of forms and new business requests.
LEVEL OF SUPERVISION/SUPERVISORY RESPONSIBILITIES:
The ability to effectively manage multiple tasks and conflicting priorities while dealing with multiple interruptions is critical. Ability to maintain the utmost confidentiality of clients and business operations information.
Position Expectations
• Manage President’s/CEO calendar and appointments
• Manage President’s/CEO follow-ups
• Handle and prioritize incoming phone calls.
• Maintain client files utilizing PaperClip Electronic Filing Systems.
• Maintain and Update client information contained in the CRM (SmartOffice).
• Prepare and submit new account paperwork and applications
• Follow up on underwriting and outstanding requirements
• Run inforce illustrations and create spreadsheets as needed
• Being coachable and collaborative.
• Motivated by results and finding solutions by taking the initiative and exceeding client expectations.
Experience
• 5+ Years experience as Executive Assistant or Customer Service Associate
• 2+ Years Insurance and/or Financial Service Industry experience
• New Business experience preferred, but not required
• Proficient with Microsoft Office (Required)
• Comfortable with technology and able to acclimate to using multiple systems simultaneously. Tools we use include SmartOffice CRM, PaperClip Electronic Filing, Box Electronic Storage, DocuSign Electronic Signature and Quicken among others. Some experience is preferred, but not required.
Skills & Abilities
• Excellent PC skills, including MS Office
• Superior Organizational Skills
• Exceptional Communication Skills (written and oral)
• Effective Interpersonal Skills
• Ability to work independently in a collaborative team environment and meet deadlines
• Project a customer service mentality with a high level of professionalism at all times
• Ability to make a positive contribution as demonstrated by learning new skills and making suggestions for process/procedure improvement
