Senior Administrative Assistant - Group

Job Summary

The Administrative Assistant provides general administrative and clerical support for the Co-Managing Directors, performing a wide variety of advanced clerical duties and relieving unit leaders of selected administrative work and minor business detail. The role involves integration across departments such as IT, Human Resources (benefits plan, 401K integration, employee‑ownership), marketing (website & sales enablement), carrier contracts, licensing, accounting/finance, and facilities.

• Exercise discretion in handling and disseminating confidential information.
• Operate personal computers and office equipment (copier, calculator, printer, photocopier) for data input, retrieval, printing, and binding.
• Initiate and assist in projects utilizing MS Office Suite (Word, Excel, PowerPoint); word‑process and distribute outgoing correspondence, memos, emails, faxes, RFPs, and client presentations.
• Perform data entry/management for CRM or other information management systems including contacts, meeting notes, follow‑up actions, and reports; create and maintain databases and spreadsheet files.
• Conduct market/prospect research, compile summaries, and prepare statistical reports.
• Coordinate manager’s schedule, establish appointments, answer and screen telephone calls (including confidential inquiries), and arrange conference calls.
• Greet scheduled visitors and escort them to the appropriate person or area.
• Coordinate and arrange business unit/department meetings; prepare agendas, meeting materials, reserve and prepare facilities; record and transcribe meeting minutes.
• Arrange programs, special events, conferences, or webinars; contract facilities and catering, issue invitations, coordinate speakers, and control budget to ensure implementation on schedule and within budget.
• Sort, prioritize, and distribute incoming mail; locate and attach appropriate files to correspondence for manager’s review; prepare overnight shipping packages.
• Act as project manager on special assignments, including planning and coordinating multiple presentations and company‑wide events.
• Organize and maintain file system and archives; file correspondence and other records; make copies of printed materials.
• Plan detailed travel arrangements, reservations, schedules, and itineraries; compile documents for travel meetings; prepare expense reports.
• Order and maintain office supplies as needed.
• Provide direct assistance to clients of Oswald Companies or carriers/service providers seeking information or adjustments to support account needs.
• Coordinate charitable gifting or community involvement activities supporting clients, non‑profits, or civic organizations.
• Participate in proactive team efforts to achieve departmental and company goals.
• Comply with all safety policies, practices, and procedures; report unsafe activities to supervisor and Human Resources.
• Perform other duties as assigned.

• Associate degree in business from a four‑year college or university, or equivalent combination of education and experience.
• One to five years related experience (or equivalent).
• Demonstrated experience supporting a business manager or team.
• Demonstrated experience in a multitasking position.
• Executive presence and strong rapport‑building/interpersonal skills for positive interaction with customers and co‑workers.
• Sound judgment and critical thinking to make good decisions under time constraints.
• Strong knowledge of Oswald’s company culture and organizational awareness across departments.
• Collaborative, team‑player attitude and positive demeanor.
• Excellent oral and written communication skills.
• Solid time‑management skills; ability to work under pressure, meet deadlines, and respond promptly to stakeholders’ needs and requests.
• Agility, multitasking, and pivot to changing priorities as circumstances warrant.
• Proficiency with Microsoft Office Suite.

Light travel (0–10%); occasional local travel may be required for team meetings, training, or client visits. Minimal travel expected; primarily based in the office or remote.

Typical office environment duties. Primarily sedentary work involving…