Administrative Assistant

AIPSO is a management organization and service provider for various insurance industry groups responsible for administering the residual market. We are a national organization that serves local customer needs. Centralization and standardization are key to many AIPSO services because of the inherent economies of scale and other efficiencies. However, our organization is based on customer focus and recognizes the need for flexibility in serving customer groups with diverse interests.

• Provide general office administration support, including mail distribution, Fed Ex and courier activity, office and kitchen supply ordering, photocopying, filing, and other daily office support needs.
• Coordinate meetings and events by reserving locations, arranging equipment and food, assembling materials, preparing agendas, recording minutes, and tracking follow-up items.
• Serve as the primary onsite contact for routine office needs, including maintenance requests, office equipment troubleshooting, supply replenishment, visitor coordination, conference room readiness, and general workplace organization.
• Perform light, non-technical maintenance tasks as appropriate, such as touch-up painting, hanging signs or notices, replacing labels, assembling or repositioning lightweight office items, and coordinating vendor or facilities support when work exceeds routine office-level maintenance.
• Monitor office appearance, common areas, conference rooms, supply areas, signage, and shared equipment to ensure a safe, organized, professional, and functional work environment.
• Coordinate technical department issues with Automation Support, including tracking outgoing and returned IT equipment, monitors, computers, badges, headsets, and related accessories, and requesting replenishment when stock is running low.
• Assist employees with low-complexity IT support needs, such as password reset coordination, basic login guidance, conference room equipment setup, printer or scanner troubleshooting, and initial triage of routine technology issues in accordance with company policies and escalation procedures.
• Escalate complex, security-sensitive, or non-routine technology matters to Automation Support or other designated IT personnel and follow up to ensure timely resolution.
• Maintain confidential records, reports, directories, visitor logs, equipment tracking records, supply inventories, and other office documentation as needed.
• May run and/or create inquiries to develop and distribute various types of reports and/or charts.
• May assist with monitoring and maintenance of various databases, department websites, shared folders, and office resource materials.
• May assist with the new hire and/or contractor onboarding process, including ordering IDs, computers, accessories, workspace supplies, and responding to routine questions.
• May function as the point person for contractors and visitors, including processing access requests, assisting with timecard reporting, maintaining files, notifying managers of reported hours, and tracking contract provisions.
• May provide administrative, office coordination, facilities coordination, or routine technology assistance to other departments as directed by management.

Associates degree or equivalent from two or four-year college or secretarial/business school. Additional appropriate experience may be considered in lieu of a degree.

Three or more years of related administrative, office coordination, office management, facilities coordination, or customer support experience required. Strong experience with Microsoft Office productivity tools. Experience coordinating vendors, tracking office equipment, supporting meeting technology, or resolving routine workplace and low-complexity IT issues preferred.

• Proficient in the use of Microsoft Office productivity tools (e.g. Outlook, Word, Excel) to manage work.
• Effective problem-solving skills, including ability to analyze routine office, facilities, equipment, and low-complexity technology issues, determine appropriate next steps, and elevate when needed.
• Demonstrate strong verbal and written communication skills, including ability to effectively present information and respond to questions from employees, managers, visitors, vendors, and support teams.
• Ability to multi-task and demonstrate flexibility while maintaining attention to detail.
• Demonstrate excellent organizational skills,…