Office Administrative Specialist

Job Description

The Office Administrative Specialist will provide administrative support to business units across the organization, and work directly with the President and CEO. This position is hybrid in our client's Illinois office.

• Provides administrative support to the President and CEO, and Vice President of Claims and Shareholder Initiatives. Assists with the creation of liability insurance documents, reports, and presentations for use internally and for shareholder meetings and events.
• Supports the President and CEO, and Controller in the administration of employee benefit programs. Supports the Controller with researching, recommending and coordinating employee meetings for annual enrollment in benefit programs. Assists the Controller with distribution of necessary forms to new employees.
• Supports the President and CEO with compliance matters including, but not limited to, assigning and tracking of annual mandatory anti-harassment training, working with the Controller to update the employee handbook, providing office updates at team meetings, recognizing birthdays and work anniversaries, providing special recognition for milestone anniversaries, and planning holiday celebrations.
• Maintains responsibility for general office management including ordering supplies, organizing office operations and procedures, maintaining office equipment and furnishings, processing invoices, managing contact databases and all mailings, interfacing with building management, including lease renewals, and requisitioning appropriate vendors.
• Coordinates and participates in office support functions including mail functions and telephone with other support staff on a rotating basis.
• Manages office procurement to ensure the best quantity, and quality of goods and services are purchased at the most competitive prices. Creates processes to better manage expenditures. Works with the President and CEO, Controller, and Vice President of Claims and Shareholder Initiatives to identify areas where savings may be realized. Assists the Controller with annual budget process for meetings and office expenses.
• In collaboration with the President and CEO, and Vice President of Claims and Shareholder Initiatives, plans and executes assigned internal and external meetings at headquarters and in remote locations or online, including two shareholder and six Board meetings annually. Manages all aspects of the event planning process as assigned by the President and CEO or Vice President of Claims and Shareholder Initiatives, which could include all or some of the following: scouting location or appropriate online application, negotiating contracts, tracking budgets, selecting meeting space, coordinating food, beverage and audio visual needs, developing and coordinating communication with attendees, sponsors, exhibitors, presenters and venue staff, administering online meeting information and registration, managing event logistics, and preparing post-event reports.
  
  Requires some travel as determined by the President and CEO.
• Serves as liaison to the graphics design business partners for annual report preparation, website artwork/design, promotional giveaways and other projects.
• Collaborates with the President and CEO, and IT provider for website content and updates, shareholder portal, and broadcast emails to effectively describe and promote the company, its services and partnerships, and share with and collect information from shareholders and its business partners.

• Bachelor’s degree
• 5+ years of proven experience in office management
• Insurance or financial services industry experience (preferred)
• Human resources experience (preferred)
• High level of proficiency in Microsoft Word, Excel, Access and Power Point
• Excellent written and oral communication skills
• Knowledge of non-profit, religious and/or Catholic Church organizations (preferred)
• Ability to obtain notary public license and bond (at company expense)