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Administrative Assistant

4 months ago

Miami, United States Pan-American Life Insurance Full time

Pan-American Life Insurance Group (PALIG) is seeking an Administrative Assistant to join the Global Life Individual Admin team. The Administrative Assistant will provide general administrative support to the Coral Gables, FL office branch, including front desk reception, supplies/equipment procurement, local vendor negotiations, office inventory, events logistics, central mailing, filing, and facilities management.

This position serves both internal and external customers and requires incumbent to be fully bilingual (English/Spanish).

ESSENTIAL FUNCTIONS:

Administrative Support to Coral Gables, FL Office Branch

Meet and greet visitors, determine the nature of business, announce guests to appropriate personnel, and offer refreshments Procure and manage office and kitchen supplies, and tidy-up kitchen Pay invoices for the branch General Services Assist with Clean Desk checks and related Compliance matters Process daily incoming and outgoing mail, courier envelopes, and packages, and tidy-up mailroom Keep track of office inventory and promotional materials, and dispose of surplus inventory Communicate with building property management as needed for office maintenance, janitorial services, security, and special needs, and serve as liaison with home office facilities Administer office doors access card system and control visitors badges Control visitor parking validations, and process payments to parking garage vendor Administer documents storage, and order recycling and shredding pick-up when needed

Executive Support for Assigned Vice Presidents

Process expense reports, oversee calendars, draft documents, and prepare ancillary reports

Office Logistics and Meeting Support

Maintain conference rooms, ensuring rooms are ready for meetings, catering is ordered, and equipment is organized effectively, and keep rooms stocked with coffee items, pads, pens, whiteboard supplies, and snacks Reserve/book conference rooms and office space for meetings and/or visitors Oversee equipment, and set-up teleconference and video conference meetings Tidy-up the reception area and conference rooms before and after meetings Organize seasonal luncheons and functions for the office during Mardi Gras, Thanksgiving, and Christmas holidays, and for United Way and Health Screening events, etc. Assist office staff, serve coffee and refreshments for their visitors, order catering and/or make reservations for various lunches, dinners, trainings, and special events

Support General Administrator with office work and/or special projects as needed

Perform other position-related duties as assigned

EDUCATION & EXPERIENCE:

High School degree and a minimum 3 years’ previous experience as a receptionist or office administrator required

KNOWLEDGE, SKILLS & ABILITIES:

Skill and effectiveness in making decisions and exercising sound judgement Proper and professional verbal and written communication skills Ability to remain calm and work well under pressure Attention to detail Initiative and proactivity Strong cross-cultural sensitivity

Pan-American Life Insurance Group Offers:

Comprehensive Compensation Packages (base & bonus) A Comprehensive Benefits Package: Medical, Dental, 401K, Paid Time Off, and Tuition Reimbursement (etc.) are some examples. New hires are eligible for medical and dental coverage on the first of the month following 30 days of service. Hybrid Work Opportunities

Who We Are:

Pan-AmericanLife Insurance Group (PALIG) serves the life, accident, and health insurance needs of individuals and businesses in 49 U.S. states, the District of Columbia, Puerto Rico and the U.S. Virgin Islands through its U.S. based member companies -Pan-AmericanLife Insurance Company andPan-AmericanAssurance Company.

AtPan-AmericanLife, our employees are our greatest asset. We are grateful for the collaborative efforts of our employees and partners, and for the confidence of the policyholders whose life and health we protect. It is through this long-standing commitment thatPan-AmericanLife continues to succeed.

Pan-AmericanLife is an Equal Opportunity Employer/Drug Free Workplace.