Executive Administrative Assistant

1 week ago

Moorestown, United States Innovative Benefit Planning Full time
Job DescriptionJob Description

Join Our Team as an Executive Administrative Assistant

About Us

Innovative Benefit Planning is a woman owned business that thrives on innovation and integrity, shaping employee benefits, wellness, HR Consulting, and group retirement planning nationwide. For 35 years, our commitment to putting people first has been at the heart of everything we do.

Your Impact Matters

In a smaller company, bureaucracy does not dilute your influence. Your insights will be heard, valued, and acted upon. You will not be just another cog in the machine - you will be a linchpin, an indispensable part of the team driving meaningful change and growth. Your ideas will be the catalyst for innovation, and your efforts will directly contribute to our success story.

Collaborative Environment

Collaboration is not just a buzzword here; it is the essence of how we operate. You will have the opportunity to collaborate closely with colleagues from various departments, fostering an environment where every voice is heard, and every opinion matters.

Professional Growth

Your professional development is not just a checkbox; it is a commitment. We are invested in your growth and provide you with opportunities to expand your skills and advance your career. Your success is our success, and we will work together to ensure you reach your full potential.

If you are ready to make a real impact, take ownership of your work, and be an integral part of a thriving company, your journey towards professional fulfillment starts here.

A day in the life as an Executive Administrative Assistant: 20-30 Hours/ week

Innovative is seeking a competent and versatile Executive Administrative Assistant to join our team for 20-30 hours per week. This role will involve providing comprehensive administrative support to multiple teams and professionals within the firm, ensuring smooth day-to-day operations. The ideal candidate will possess excellent organizational skills, diligence, and the ability to multitask efficiently in a fast-paced environment.

Responsibilities include:

  • Assist multiple teams and professionals within the firm with administrative tasks, including but not limited to scheduling meetings, managing calendars, and coordinating appointments.
  • Manage incoming calls, emails, and correspondence, directing inquiries to the appropriate parties and providing timely responses when necessary.
  • Prepare and distribute internal and external communications, including memos, reports, and presentations, ensuring accuracy and professionalism.
  • Maintain and update client and prospect databases, files, and records, ensuring confidentiality and compliance with company policies.
  • Assist with client onboarding processes, including gathering necessary documentation and information, and consulting with internal stakeholders to ensure smooth transitions.
  • Coordinate travel arrangements and accommodations for team members, including booking flights, hotels, and transportation as needed.
  • Assist with the preparation of client proposals, contracts, and other documentation, ensuring accuracy and adherence to company standards.
  • Provide general administrative support, such as filing, scanning, photocopying, and ordering office supplies, to facilitate efficient office operations.
  • Collaborate with other administrative staff members to streamline processes and improve efficiency within the firm.
  • Manage ad hoc tasks and projects as assigned by management, demonstrating flexibility and willingness to contribute to the overall success of the organization.

Life at Innovative:

  • We offer a hybrid work environment to ensure a positive work life balance.
  • Enjoy competitive benefits and a vibrant workplace designed for your success.
    • Medical, dental, vision, life, and disability plans
    • 401(k) plan with employer contributions
    • Life insurance and disability coverage
    • Legal Shield/ID Shield options
    • Tuition Reimbursement program
  • Competitive salary
  • Flexible PTO policy with 2 weeks of PTO for the first year and open PTO after your 1-year anniversary
  • Sixteen hours of paid Volunteer Time Off annually

Culture at Innovative:

We cultivate a team environment with special celebrations including:

  • Team building events.
  • Monthly employee recognition.
  • Endless snacks and freebies in the office cafe.
  • Commitment to workplace wellness programs and events.

About You:

  • High school diploma or equivalent; additional certification or coursework in administrative studies is a plus.
  • Proven experience in an administrative support role, preferably in a professional services or consulting environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Excellent communication skills, both written and verbal, with the ability to interact professionally with clients and colleagues at all levels.
  • Strong organizational skills and diligence, with the ability to prioritize tasks and manage time effectively.
  • Ability to maintain confidentiality and manage sensitive information with discretion.
  • Demonstrated ability to work independently and as part of a team, with a cheerful outlook and willingness to learn.
  • Flexibility to adapt to changing priorities and manage multiple tasks simultaneously in a fast-paced environment.
  • Strong critical thinking skills and the ability to exercise sound judgment in decision-making.
  • Commitment to upholding the company's values and delivering exceptional service to clients and colleagues alike.

Join us at Innovative Benefit Planning and make a meaningful impact on the lives of our clients and their employees. If you are a dedicated professional with a passion for client success and meet the qualifications outlined above, we invite you to apply here: www.ibpllc.com/careers

Innovative Benefit Planning is an equal opportunity employer.

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