Administrative Assistant

Administrative Assistant – Day-to-Day Office Operations

The Administrative Assistant will assist with general administrative duties and day-to-day office operations.

• Greet and direct in office visitors
• Answer and direct phone calls
• Coordinate use of conference rooms; assist in set-up and clean-up of conference rooms for management and/or client meetings, including coordination, selection and ordering of food
• Assist with set up of seminars (on and off site) and day‑of tasks as needed
• Provide administrative support to the Manager and others as requested, including:
  • Requesting information from clients
  • Creating and updating client information
  • Updating agency management system with policies, renewal dates, premium, activities, and documents
  • Requesting and following up on client signatures when necessary
  • Printing and binding client presentations as needed
  • Pulling reports, policies, or information from carrier websites as needed
  • Processing and downloading duties in the agency management system
• Provide office management duties, including but not limited to:
  • Assisting in review of service contracts on equipment from vendors
  • Maintaining all office equipment (copiers, shredders, postage machine, etc.) and coordinating with vendors if issues occur
  • Assisting staff in training on equipment when needed
  • Researching, negotiating, pricing, and purchasing office furniture and supplies
  • Getting and distributing mail on a daily basis
  • Sending checks to the corporate office
  • Ordering and maintaining office supplies (paper, toner, kitchen supplies)
  • Processing incoming payments on carrier sites and in the agency management system
  • Assisting the accounting department with payment processing
• Other projects as assigned by management

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality

The typical base pay range for this role nationwide is $22 to $24 per hour. Base pay depends on skills, education, qualifications, professional experience, and location. Variable compensation, commission, and/or annual bonus may be available based on individual performance and company performance. Eligible employees also receive health, wellbeing, retirement, and other financial benefits, paid time off, overtime pay for non‑exempt employees, and robust learning and development programs.

Job‑related expenses are reimbursed per company policy and employee perks and discounts may be provided.

One Digital is an equal opportunity employer. We provide equal employment opportunities to all employees and applicants for employment regardless of veteran status, uniformed service member status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy, national origin or ancestry, citizenship or immigration status, physical or mental disability, genetic information, or any other category protected by federal, state, or local law (collectively, “protected characteristics”).

Pursuant to local Fair Chance Ordinances, we will consider qualified applications with arrest or conviction records for employment. For applicable candidates, ordinances in City of San Francisco and City of Los Angeles County of Los Angeles provide additional rights. Employment decisions shall comply with all applicable federal, state, and city/county laws prohibiting discrimination in employment.

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