Administrative Assistant / Office Manager

Position Summary

We’re looking for a detail-oriented, highly organized, and people-focused Administrative Assistant to serve as the heartbeat of our Springfield, IL office. This role supports both daily operations and client interactions, ensuring the office runs smoothly and clients feel valued every step of the way. The ideal candidate will be highly organized, customer-focused, and proficient in administrative tasks.

Key Responsibilities

Front Office Presence & Client Service

• Greet and assist walk-in clients warmly and professionally.
• Answer and manage incoming calls, redirecting as needed or taking detailed messages.
• Act as the main point of contact during business hours, ensuring all client interactions reflect our company values.
• Provide exceptional customer service and uphold a welcoming office environment.

Agent & Appointment Support

• Schedule client appointments for agents and manage the calendar to maximize productivity.
• Make 24-hour reminder calls to ensure client readiness and minimize no-shows.
• Maintain and update internal client databases.
• Assist clients with paperwork and plan-related follow-ups.

Office Management

• Maintain office cleanliness and organization, including common areas and restrooms.
• Monitor and reorder office supplies to keep operations running smoothly.
• Handle incoming and outgoing mail, deliveries, and document organization.

Medicare & Compliance Assistance

• Support clients and agents with Medicare questions, claims filing, and documentation.
• Ensure accurate client information is kept securely and in compliance with privacy regulations.
• Prepare basic reports and documentation related to client activity and agent needs.
• Provide support during the busy Annual Enrollment Period (AEP).

Seminar & Event Support

• Assist in the preparation, set up, and breakdown of educational seminars.
• Prepare materials such as Medicare Cheat Sheets, branded books/magnets, and refreshments.

Additional Support

• Offer administrative support to Gruening Enterprises initiatives including COACHG or personal assistant tasks as needed.
• Be flexible and willing to take on miscellaneous tasks that contribute to team success.

Qualifications & Skills

• High school diploma required; associate’s degree preferred.
• 1–3 years administrative experience (healthcare or insurance preferred).
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication.
• Proficient in Microsoft Office Suite.
• Knowledge of Medicare (preferred but not required; training available).
• Comfortable working both independently and as part of a team.

Benefits

• Competitive salary
• Opportunities for professional growth and training
• Supportive, family-style team culture
• Chance to make a difference in the lives of seniors every day

Interested? Apply today and help us continue delivering compassionate service and trusted Medicare support in our growing Dickson office.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Health insurance
• Paid time off

Ability to Commute:

• Springfield, IL 62764 (Required)

Ability to Relocate:

• Springfield, IL 62764: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $45,000