Administrative Coordinator

5 days ago

Needham, Massachusetts, United States Beacon Hill Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support our team at Beacon Hill. As an Administrative Assistant, you will provide administrative support to our Executives, including calendar management, email management, and general office duties.

Key Responsibilities
  • Marketing Support
    • Prepare agendas and participate in weekly marketing meetings to provide follow-up and organization for items discussed.
  • Sales Support
    • Assist in preparation of materials for all sales and service appointments in coordination with the Planning Team.
    • Create and maintain Cases in Progress and Originals files.
    • Work in conjunction with the Partner in Charge of Operations & Client Services to prepare mid-year and year-end sales review materials.
  • Administrative Support
    • Schedule client and advisor appointments/calls for Producers and Director, Advisor Relations as needed.
    • Field phone calls for Producers, Director, Advisor Relations, and other Senior Leadership when out of the office and attempt to facilitate response; email screening as requested.
    • Schedule and coordinate all aspects of business travel. Prepare daily agendas with relevant information. Coordinate schedules with outside advisors, clients, prospects, etc.
    • Coordinate meetings with carrier representatives in conjunction with the Partner in Charge of Operations & Client Services.
    • Establish procedure for consistent follow-up after all sales and marketing appointments: Follow up with producers regarding meeting memos, prepare and distribute memos, prepare follow-up correspondence for review by Producers and Director, Advisor Relations.
    • Establish and maintain updated client and advisor information in CRM systems.
    • Prepare weekly activity summaries for review by the Partner in Charge of Operations & Client Services.
    • Prepare Producers' and Director, Advisor Relations' monthly expense reports.
  • Agent Licensing
    • Obtain and maintain State issued corporate and individual insurance agent licenses.
    • Obtain and maintain insurance carrier contracts/appointments.
    • Record all current licensing information in Smart Office.
  • Reception & Office Space Support
    • Provide front-door coverage to receive and route visitors and phone calls.
    • Open and distribute mail daily; receive/send express and other packages.
    • Ensure reception area and conference rooms are maintained in a clean and orderly manner.
    • Act as liaison to building management company.
    • Maintain office telephone system.
    • Order and replenish office and general supplies.
  • Other
    • Provide administrative support to other associates of the organization as needed.
    • Special Projects and other duties as required by Leadership.

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