Administrative Coordinator

1 week ago

Lincoln, United States IIAN Corporate Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • 401(k) matching
  • Company parties
  • Competitive salary
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Training & development
  • Vision insurance


The Big "I" of Nebraska is a dynamic and trusted trade association dedicated to supporting, education and advocating for independent insurance agents in the cornhusker state. We pride ourselves on delivering exceptional programming, products and advocacy to our members while fostering a positive and collaborative work environment. As we continue to grow, we are seeking a highly organized and proactive Administrative Coordinator to join our team.

Job Description:

The Administrative Coordinator will play a crucial role in supporting the smooth operation of various administrative functions within the organization. This position requires a detail-oriented individual with excellent communication skills and the ability to multitask effectively.

Responsibilities:

  • Perform general administrative, clerical, and executive support tasks to ensure organizational sustainability.
  • Serve as the initial face of the Association by answering and directing phone calls, greeting visitors to the office, and directing them as needed.
  • Monitor and direct incoming mail; prepare outgoing mail for pickup.
  • Make travel arrangements for staff and Board members when needed.
  • Oversee facility management and maintenance.
  • Coordinate with outside vendors and contractors.
  • Coordinate the use and organization of office space including scheduling the classroom for various classes and events.
  • Manage inventory of office and classroom supplies; purchase supplies and equipment when needed.
  • Operate office equipment such as computers, photocopiers, and printers; perform light maintenance and troubleshooting. Liaison to IT system maintenance vendor.
  • Assist with updating and maintenance of the IIAN website.
  • Maintain records and databases of member information and company operations.
  • Assist with the organization, maintenance and development of association management system/member database, and other automated files on local area network including coordinating upgrades of system software and hardware.
  • Develop/maintain procedure manuals, warranties, back-ups, and system upgrades (both hardware and software) and application storage devices according to association policy.
  • Create reports, prepare presentations, and write letters as needed.
  • Assist with bookkeeping tasks including making deposits.
  • Assist with budget creation and monitoring.
  • Assist with the Associations education programs, including creating classes in our software system, assisting with marketing efforts, registering participants, assisting with classroom set up and during online classes when needed.
  • Assist with the Associations conferences and conventions, including assisting with planning, vendors, marketing, coordinating with sponsors and exhibitors, on-site conference coordination and registration and post conference procedures.
  • Assist with the onboarding process for new employees, including preparing paperwork, coordinating orientation sessions, and facilitating training logistics.
  • Collaborate with various departments to streamline administrative processes and improve efficiency.
  • Assist with special projects and initiatives as assigned by management.
Qualifications:
  • Bachelors degree in business administration, office management, or related field preferred.
  • High school diploma required.
  • Proven experience in an administrative role, preferably in a fast-paced environment.
  • Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
  • Strong written and verbal communication skills, with a professional and friendly demeanor.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
  • Attention to detail and high level of accuracy in all work activities.
  • Discretion and respect for confidential information.
  • Flexibility to adapt to changing priorities and responsibilities.

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