Insurance Department Assistant

Position:
Insurance Department Assistant

Department
:
Insurance |
Location
:
Chicago, IL

Insurance Department Assistant

Location: Chicago, IL – W. Diversey & N. Lakeview Ave. (Lincoln Park) (Elks Memorial & National Headquarters)
Department: Insurance & Risk Management
Reports To: Risk Manager, B.P.O. Elks

The Benevolent and Protective Order of Elks is one of the oldest and largest fraternal organizations in the country, with a proud history dating back to 1868. Today, with more than 800,000 members in nearly 1,800 communities, our mission is rooted in charity, patriotism, and community service. Each year, the Elks contribute over $70 million in cash and $590 million in goods and services to support veterans, students, youth, and individuals in need.

Our facilities here in Chicago are our national headquarters. Our dedicated staff play a vital role in carrying out our mission. From maintaining our historic Memorial building and administrative facilities to supporting our national programs, we are committed to service, stewardship, and making a lasting impact.

At the Elks, we know our employees are our greatest strength. We foster a culture of collaboration, respect, and professional growth. Team members appreciate:

• Mission-Driven Work: Every role here, whether in facilities, finance, programs, or communications, supports a legacy of community service and “quiet good deeds.”
• Professional Development: We invest in our people with training, mentorship, and opportunities to grow into leadership roles.
• Supportive Environment: We make sure our employees feel valued, supported, and are part of a meaningful cause.
• Historic Setting: Work in one of Chicago’s most beautiful and historic campuses, just steps from Lake Michigan, where history and purpose come together.

The Insurance Department Assistant provides administrative, operational, and customer-service support to the Insurance & Risk Management Department. This role ensures the smooth flow of information, accurate processing of insurance-related documentation, timely communication with state-level volunteers, and efficient support of the Risk Manager.

• Answer and direct incoming telephone calls professionally and promptly.
• Receive, sort, and distribute incoming mail; manage outgoing correspondence.
• Prepare, type, and format documents using Microsoft Word and other Microsoft 365 tools.
• Operate all standard office, printing, scanning, and duplication equipment.
• Assist the Risk Manager in preparing for meetings, including organizing materials and logistics.
• Seamlessly schedule and coordinate virtual meetings (Zoom, Teams, etc.).
• Distribute meeting materials and follow-up documents to stakeholders.
• Communicate regularly with Grand Lodge departments to maintain strong cross-functional relationships.
• Support additional projects and initiatives as assigned.

• Monitor budgets for State Accident Prevention (SAP) Chairs and track spending trends.
• Receive, review, and make recommendations on expense reports submitted by SAP Chairs.
• Maintain, update, and organize departmental files, including those associated with Accident Prevention Chairs.
• Collect past-due Property Plus premiums from Lodges in arrears and conduct related follow-up communication.

• High School Diploma or equivalent;
  Associate degree preferred.
• A minimum of one (1) year of related experience.
• Excellent proficiency with Microsoft 365 applications (Word, Excel, Outlook, Teams, etc.).
• Strong customer service skills and professionalism.
• Proficiency with Microsoft Publisher.
• Ability to work independently, follow instructions, and adapt to changing priorities.
• Ability to excel in a fast-paced, confidential environment.

• Experience in the insurance or claims industry.
• Strong written and verbal communication skills.
• High level of accuracy, organization, and attention to detail.
• Ability to handle sensitive information with tact, discretion, and sound judgment.
• Reliable problem-solving and analytical skills.
• Ability to multitask, prioritize workload, and manage…