Administrative Assistant ; Communications Department

Min Max Overview

* This is an on-site position located in Louisville, KY*

This position provides direct administrative support to the Communications Director and the department’s Managers while serving as a liaison between the Communications team and other departments within KFB. The role is also responsible for general administrative support, purchasing and invoice processing, departmental research, tracking and reporting, meeting organization and scheduling, coordination of travel arrangements, telephone coverage, correspondence creation and distribution, digital platform updating, proofreading, and a variety of other support roles to assist KFB’s overall communications functions.

Delivers friendly customer service as the first point of contact for visitors coming to and individuals corresponding with the Communications department. Serves as the department’s greeter, welcoming and ushering in guests (internal and external) for interviews, video and podcast productions, photo shoots, etc., and gives Studio tours as needed.

Establishes and maintains professional relationships with the Communications staff and all KFB stakeholders in both the Insurance Company and the Federation.

Helps schedule departmental meeting times and locations, coordinating the production of agendas, supporting materials, and any audio/visual needs for those engagements.

Produces, refreshes, and archives KFB’s employee-based content displayed on TV monitors in the State Office and the 15 Regional Offices across the state.

Collects, codes, acquires approval signatures for, and uploads department’s invoices into the company’s financial system.

Tracks receipt of, codes, and records totals of incoming advertising revenue checks for KFB News magazine. Delivers physical checks to Accounting department for deposit.

Helps Director manage the department’s budget documentation, organizing and submitting budget documents and variance reporting as needed, and tracks year-over-year expenses.

Uses and manages a company credit card for approved departmental purchases and completes associated monthly expense reporting.

Assists with the research and procurement of products (signs, banners, props, and other materials) needed to support departmental productions.

Drafts and distributes templated press releases for new agent signings, agency office relocations or openings, agent sales conference awards, and annual insurance awards.

Maintains and updates KFB’s Google Business Profiles and other digital presences for all offices through Yext software. Monitors and replies to all reviews left on Google Business.

Supports KFB Insurance agents’ social media program by uploading new content into distribution management software, Hearsay Social, and scheduling monthly subscriptions.

Ensures accuracy of corporate communications by proofreading documents for department.

Supports publications team with research and gathering of information as needed.

Distributes messages from the department’s email addresses. Monitors inboxes for messages received and shares emails requiring response with appropriate staff.

Requests, gathers, and archives the staff’s monthly reports. Helps Director track statistics for and produce the department’s quarterly and year-in-review reports.

Tracks department’s annual goals progress and updates reporting based on staff feedback.

Coordinates travel arrangements for department staff and uses company credit card to manage expenses associated with booking airfare, rental cars, overnight lodging, conference registration, etc. Arranges staff use of company pool vehicles as needed.

Receives, sorts, and distributes departmental mail, invoices, and checks. Manages department’s outgoing mail/shipping needs in coordination…