Executive Assistant

Min

Max

Overview

This position is accountable for performing advanced, diversified, and confidential administrative responsibilities for the office of the Vice President in Agency Support & Marketing.  Serves as a liaison between the Vice President and the Agency Support and Marketing Staff, Agency Force, and other departments of both companies and policyholders.  Provides advanced level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging travel and conference calls, and scheduling meetings.  Handles a wide variety of complex and confidential situations.

Responsibilities

Oversee and manage the daily operations of the office of the vice president.

Serve as liaison for the Vice President and Directors by ensuring that field issues are resolved quickly by aligning needed support staff/resources, and involving and/or informing the Vice President as needed.

Prepares and works on the department annual budget with the AS&M director. Budget is prepared in a timely fashion, expenditures monitored within criteria and necessary reports prepared for the Accounting & Finance department.

Responsible for all travel arrangements for employees assigned to the department. Verifies approvals and determines the most cost effective means of travel and lodging.

Prepare and coordinate formal letters to agents and insureds as directed by AS&M management.

Prepares invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

Manage and maintain VP’s business schedule. Updates VP and Directors’ calendars to indicate when out of office.  Makes decisions to reschedule meetings as priorities and demands shift.

Coordinate AS&M/Corporate department event calendar.

Work in conjunction with department admin staff to support all directors and managers in any daily functions, projects, or events

Develop and maintain a professional and collaborative working relationship with the administrative staff within the department, as well as throughout the organization.

Prepare agendas and makes arrangements for committee, staff, and other meetings.

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Assist in the administration of Compliance issues and Department of Insurance correspondence.

Maintain the department’s content on the company’s intranet page.

Prepare the department’s annual publication (ie.Big News Magazine). Select theme, input data, and coordinate publication with external vendor.

Coordinate production of creative, clear, accurate presentations.

Prepare responses to correspondence containing routine inquiries.

Organize and coordinate internal and external programs, events, meetings, conferences, seminars, etc. including contracts, facilities and caterers; information or invitations; registrations and travel-related arrangements.

Manage vendor relations, including but not limited to office equipment, communications, and event planning.

Function in a confidential manner at all times.

Exhibit proactive, professional and courteous behavior in all activities, including the timely resolution of issues.

Regular, predictable attendance.

This list of essential functions is non-exhaustive which may be supplemented as necessary.

 

Other Responsibilities

 

Provide assistance and support to the Executive Vice President and executive offices upon request.

Open, sort, and distribute incoming correspondence, including faxes and email.

File and retrieve corporate documents, records, and reports.

Perform general office duties such as ordering supplies, maintaining records management systems, and tracking expenses.

Flexible/adaptable to changing individual and department priorities.

Assist in KFB-supported outside activities, such as the annual meeting and state fair.

 

Job Specifications

 

Physical demands: Normal vision/hearing (with or without correction); Sitting; Speaking; Occasional overnight travel.

Mental demands: Analytic reasoning; Able to work under time pressure; Able to handle multiple tasks; Good problem solver.

Environmental factors: Standard office lighting, temperature, and noise; Operate outside normal working hours as needed.

Equipment: Telephone; Keyboard; Shredder; Copier; Calculator; Mobile cell phone and email device (e.g. iPhone).

Qualifications

Associate’s degree preferred.  A combination of formal education, training and experience to acquire knowledge and skills generally equivalent to those possessed through two years of college.

Administrative assistant work experience preferred.

Strong communication and decision-making skills.

Demonstrated problem-solving skills, commitment to completion of projects on a timely basis, and ability to follow through on assignments.

Demonstrated proficiency with Microsoft Office products (e.g. Word, PowerPoint, Excel, Outlook, etc).

Excellent communication skills (oral, written, and listening).

Ability to work in a fast-paced (sometimes under pressure) environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Ability to work independently with minimal supervision.

A positive attitude and an ability to motivate and energize team members.

Must be able to work well with people at all levels of the organization, internal and external.