Office Administrative Assistant

Can you Mail Merge? Do you lie? Do you know how to be an assistant, working with Microsoft Office, paper, and the internet? Do you use keyboard shortcuts to copy, paste, and save? Are you trustworthy?

About us

Pro Med Choices, Inc. is a specialized insurance firm dedicated to helping Medicare Beneficiaries navigate their healthcare coverage options. Based locally in Mobile and Baldwin Counties, we offer personalized guidance through research-driven recommendations and client education.

Though small in size—with a single dedicated broker—we proudly serve a large and growing client base. Our firm operates in a fast-paced, inclusive, and professional environment, where client care and confidentiality are top priorities. We strictly adhere to HIPAA regulations to ensure all sensitive information is handled with the highest level of discretion and security.

Position Overview

Pro Med Choices, Inc. is seeking a motivated, detail-oriented, and career-minded Office Administrative Assistant to support the daily operations of our office and provide direct assistance to the Principal Broker. This role plays a critical part in maintaining the efficiency and professionalism of our practice.

The ideal candidate will thrive in a fast-paced environment, demonstrate strong organizational skills, and possess the ability to prioritize multiple tasks with accuracy and discretion. Key qualifications include advanced proficiency in Microsoft Office Suite, excellent verbal and written communication skills, and a compassionate, client-focused demeanor. While our office uses electronic and online filing systems, we do still use paper—so comfort with both formats is essential.

Success in this role requires a proactive approach to problem-solving, the ability to meet objectives independently or as part of a team, and a high level of adaptability. This is a dynamic opportunity for someone who values professionalism, collaboration, and making a meaningful impact on the lives of Medicare Beneficiaries.

NOTE: The initial training session is scheduled for a Saturday to ensure uninterrupted and focused instruction. Due to the high volume of phone calls and appointments during the work week, weekends provide the most suitable environment for effective training.

Qualifications

• Professional demeanor, friendly, with a client service-oriented mindset
• High Proficiency in Microsoft Office Suite, with advanced skills in Word, Excel, and Outlook
• Mail Merge expertise using Word and Excel is essential
• Overall Windows PC proficiency and ability to quickly learn and master new software programs
• Professional handwriting suitable for thank-you and birthday cards
• Strong verbal and written communication skills, including excellent phone etiquette
• Ability to maintain confidential client records and office policies with discretion and integrity
• Reliable and punctual
• Comfortable working in a fast-paced, dynamic environment, with the ability to manage shifting priorities and adapt to varied roles – no two days are the same
• Able to stand, walk, or sit for prolonged periods as needed
• Detail-oriented and capable of following complex instructions accurately
• Strong problem-solving abilities with a proactive approach to daily tasks
• Works well independently and in a team; able to interact effectively with clients, co-workers, and supervisors

Responsibilities

• Provide direct administrative and operational support to the Principal Insurance Broker ensuring smooth daily operations
• Maintain strict adherence to HIPAA guidelines to ensure client confidentiality and data protection
• Develop an understanding of the business, with a focus on Medicare Health Insurance
• Due to the seasonal nature of the business, mandatory overtime is implemented during the Fall months (typically October through December) to accommodate increased workload and client demand
• Manage and update client databases and filing systems in accordance with established office procedures
• Serve as the first point of contact by greeting visitors, answering and returning calls, and confirming appointments in a professional and welcoming manner
• Ensure the office environment remains clean, orderly, and presentable at all times
• Manage day-to-day office operations
• Perform a variety of administrative and clerical tasks, including data entry, document preparation, scanning, copying, printing, faxing, and mailing
• · Operate standard office equipment efficiently and troubleshoot basic issues when needed
• · Prepare and post outgoing mail with correct postage
• · Monitor office supply levels to maintain adequate inventory
• Assist with scheduling and coordinating content for social media platforms
• Run occasional local errands, such as to the post office, for lunch, or for office supplies
• Participate in seasonal USPS mailings
• Willingness to take on additional tasks and adapt to evolving office needs
• Perform other duties as assigned

Education and Experience

• High school diploma or equivalent
• 5 years of administrative experience

Background Check

• All new hires will be required to successfully complete and pass a pre-employment background check

Benefits

• Approximately 25 holidays per year
• Accumulated paid time off
• Free, convenient parking
• Competitive salary based on experience
• The standard work week is Monday through Friday, from 8:00am to 5:00pm, with a one-hour lunch break
• Overtime is available and is calculated for hours worked in excess of 40 per week
• Due to the seasonal nature of the business, mandatory overtime is implemented during the Fall months (typically October through December) to accommodate increased workload and client demand
• Compensation is issued on a monthly basis
• Opportunities for professional development and advancement within the organization

Job Type: Full-time

Pay: $38, $42,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Application Question(s):

• What is the keyboard shortcut key for replace?

Experience:

• Office Assistant: 5 years (Required)

Security clearance:

• Confidential (Preferred)

Work Location: In person