Administrative Assistant

Job Summary

The Administrative Assistant is responsible to provide general administrative and clerical support for the Co-Managing Directors; performs a wide variety of advanced clerical duties; relieves unit leaders of selected administrative work and minor business detail.

Management of this process to include integrations across the following departments/practices / teams (if applicable).

• (Example) IT, Human Resources (benefits plan, 401K integration, employee-ownership), marketing (website & sales enablement) carrier contracts (benefits, P&C), licensing, accounting/finance, and facilities.

• Exercises the greatest degree of discretion in the handling and dissemination of confidential and highly sensitive information.
• Operates a personal computer to input and retrieve data; operates office machines such as a copier and calculator; performs printing, photocopying, data assembly and binding.
• Initiates and/or assists in projects utilizing MS Office Suite including Word, Excel and PowerPoint; word processes and distributes outgoing correspondence including department communications, memos, email and faxes; involved in the preparation of RFPs and client presentations.
• Performs data entry/management for information management systems (CRM or other systems) including contacts, meeting notes, follow-up actions and reports; may create and maintain database information and spreadsheet files.
• Obtains and assembles market/prospect information for use by the business unit/department; conducts research, compiles summaries and types statistical reports as needed.
• Coordinates manager's schedule and establishes appointments; may answer and screen manager's telephone calls including confidential inquiries; arranges conference calls.
• Greets scheduled visitors and accompanies the individual to the appropriate person or area.
• Coordinates and arranges business unit/department meetings; prepares agendas, meeting materials, reserves and prepares facilities; may record and transcribe meeting minutes.
• Arranges programs, special events, conferences, or webinars; contracts facility and caterer as needed, issuing information or invitations, coordinating speakers and controlling budget; ensures project specifics are executed on schedule and within prescribed budget.
• Sorts, prioritizes and distributes incoming mail; locates and attaches appropriate file to correspondence to be answered by manager; prepares overnight shipping packages.
• On occasion acts as project manager on special assignment, which may include the planning and coordination of multiple presentations, disseminating information and organizing company-wide events.
• Organizes and maintains file system and archives; files correspondence and other records; makes copies of correspondence or other printed materials.
• Arranges detailed travel plans, reservations, schedules and itineraries; compiles documents for travel-related meetings; prepares expense reports.
• Orders and maintains office supplies as needed.
• May provide direct assistance to clients of Oswald Companies or carriers/service providers seeking information or adjustments in support of account needs.
• May coordinate charitable gifting or other involvement activities in support of client, non-profit, community or civic organizations.
• All other duties as assigned.

• Participates in proactive team efforts to achieve departmental and company goals. Complies with all safety policies, practices and procedures; reports all unsafe activities to supervisor and the Human Resource Department. Performs other duties as may be assigned.

• Associate degree in business from a four-year college or university and one to five years or more of related experience or the equivalent combination of education and experience.
• Prior Experience Specifically Required
• Demonstrated experience supporting a business manager or team required.
• Demonstrated experience holding a multi-tasking position required.

• Exhibits executive presence and has strong rapport-building/interpersonal skills for positive interaction with customers and co-workers.
• E…