Administrative Support Specialist

3 weeks ago

Garden Grove, California, United States Lelly Woo-Grimes - State Farm Agent Full time
Job Description

Lelly Woo-Grimes - State Farm Agent is a leading insurance agency dedicated to providing exceptional service to our clients. We are seeking a highly skilled and organized individual to fill the role of Receptionist - State Farm Agent Team Member.

Key Responsibilities
  • Calendar and Schedule Management
    • Coordinate and manage appointments for both business and personal matters, prioritizing high-value meetings and engagements.
    • Optimize the calendar to ensure a balanced workload, avoiding back-to-back meetings and time-blocking for strategic work.
    • Set reminders and prepare daily/weekly schedules to keep the entrepreneur informed of upcoming commitments.
  • Email and Communication Support
    • Screen and prioritize emails, handling routine inquiries or delegating them as appropriate.
    • Draft responses and manage communications with clients, vendors, and other contacts on behalf of the entrepreneur.
    • Create a structured communication system (such as folders or categories) to streamline email management.
  • Task and Project Management
    • Keep track of ongoing projects and ensure that all deadlines are met.
    • Prepare summaries or action lists after meetings to maintain clarity on follow-up tasks.
    • Collaborate with other team members to ensure the entrepreneur's priorities and objectives are being addressed.
  • Travel Coordination
    • Book flights, accommodations, and transportation for both business and personal travel, ensuring cost-effectiveness and convenience.
    • Prepare itineraries that outline important details, meeting schedules, and travel logistics.
  • Personal and Household Management
    • Handle personal errands such as shopping, scheduling household maintenance, and overseeing family activities or appointments.
    • Coordinate with household staff (if applicable) to ensure that personal and family needs are efficiently managed.
  • Document and File Organization
    • Organize business and personal documents (such as contracts, receipts, and reports) in both physical and digital formats.
    • Create a filing system to allow easy access to important documents and information, aligning with the entrepreneur's preferences.
  • Event Planning and Coordination
    • Plan and organize events (business meetings, networking events, or personal gatherings), managing details like guest lists, venues, and catering.
    • Coordinate logistics for both virtual and in-person events, ensuring all requirements are met seamlessly.
  • Financial and Expense Management
    • Track expenses and manage reimbursements, organizing receipts and expense reports.
    • Assist with budget monitoring and financial organization for both personal and business spending.
  • Research and Resource Sourcing
    • Conduct research on various topics relevant to the entrepreneur's business or personal interests, including vendors, technology tools, or market trends.
    • Source and recommend resources to optimize productivity or address specific needs (e.g., finding a business coach, health professional, or specific vendor).
  • Miscellaneous Support
    • Anticipate the entrepreneur's needs proactively, preparing materials and information in advance.
    • Provide a second opinion on decisions when needed, understanding the entrepreneur's goals and preferences.
    • Adapt to dynamic needs, taking on tasks as priorities shift or new demands arise.

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