Executive Assistant to Agent

1 month ago

Tulsa, Oklahoma, United States Jonathan Gibson - State Farm Agent Full time
Job Title: Executive Assistant to Agent

We are seeking a highly organized and proactive Executive Assistant to support the day-to-day operations of our Insurance Agency.

Key Responsibilities:
  • Manage and organize the agent's calendar, including setting, confirming, and reminding of all appointments.
  • Pre-screen / qualify all requests to see or speak with the agent without a scheduled appointment.
  • Answer and delegate emails and phone calls to the proper channels, ensuring timely and professional communication.
  • Attend meetings occasionally on behalf of the agent and provide overviews.
Office Management:
  • Facilitate office decorum by maintaining an environment that reflects the expected culture and values of the agency.
  • Act as the agent's eyes and ears by informing him of noteworthy happenings within the office, especially in his absence.
  • Coordinate office maintenance, repairs, and renovations to ensure a functional and welcoming workspace.
  • Plan and organize office outings, retreats, and celebrations, including making all necessary reservations.
Personal and Business Operations:
  • Handle bill payments for business accounts, ensuring all financial obligations are met on time.
  • Make all travel arrangements for the business owner, including accommodations, transportation, and itinerary planning.
  • Arrange meal delivery or restaurant reservations for owner and office staff, taking into account any dietary restrictions or preferences.
Additional Responsibilities:
  • Serve as a liaison between the agent, fellow team members, clients, and other external partners.
  • Undertake personal errands as requested by the agent.
  • Prepare and deliver regular reports on office activities, expenditures, and any issues encountered.
  • Contribute to project management, including tracking deadlines, coordinating with involved parties, and ensuring goals are met.
  • Implement and maintain systems for efficient office organization and communication.

Requirements:

  • Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
  • Strong organizational and time management skills, with the ability to prioritize tasks effectively.
  • Excellent communication skills, both written and verbal.
  • Proficiency in office software and the ability to adapt to new and changing technologies.
  • Discretion and confidentiality.
  • A commitment to ongoing personal development.
  • An open mind and positive attitude.
  • A proactive approach to problem-solving and decision-making.
  • Ability to work independently and as part of a team.

Flexible work from home options available.

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