Executive Assistant

ROLE:

The Front Office Coordinator is responsible for three primary functions: office management and support, executive assistant to the Managing Director, and contracting and licensing. A strong candidate for this role will have a high sense of follow-through, ability to work well with others, great attention to detail, and capacity to work in a fast-paced environment while being effective and timely. Specific responsibilities may include but are not limited to:  

RESPONSIBILITIES:

Office Management and Support:

·        Welcome and direct visitors.

·        Process incoming and outgoing mail.

·        Maintain inventory and order office supplies as needed.

·        Inspect and tidy the office space.

·        Send emails to the office with updates and reminders.

Executive Assistant to Managing Director:

·        Organize meetings, including scheduling and sending reminders.

·        Manage Managing Director’s calendar, including making appointments and prioritizing time sensitive matters.

·        Maintain comprehensive and accurate records.

·        Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communication on the Managing Director’s behalf.

Contracting and Licensing:

·        Administer, input, track, and follow-up on requirements and paperwork for contracting and licensing.  

·        Provide information on the requirements of the contracting, licensing, and registration process.

·        Act as liaison between the Carmel office and Home Office throughout the entire contracting, licensing, and registration processes.

·        Act as liaison between candidates and advisors with the Insurance Departments for scheduling exams.

·        Schedule and track licensing, education, and exam requirements for industry or Home Office standards. 

·        Provide successful course completion information to the Home Office or outside vendors.

·        Track personnel in appropriate systems to identify new personnel, changes in existing personnel, and terminations.

·        Maintain current forms utilizing Home Office systems.

Qualification Criteria:

·        Bachelor’s Degree; strongly preferred

·        Excellent oral and written communication skills, with ability to maintain confidentiality  

·        Demonstrated organizational and time management skills with ability to set priorities and meet deadlines

·        Strong attention to detail with the ability to work with a high degree of accuracy

·        High degree of initiative

·        Ability to embrace change, multitask, and work in a fast-paced environment