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Administrative Assistant

CORE Insurance Group Job Description
Administrative Assistant


Job Overview
The Administrative Assistant supports the Sales and Operations teams as needed for growth and sustainability of the company.  It is vital that this person interacts and collaborates with others effectively and can gracefully handle multiple projects at a given time with minimal errors. 

The lines of business this role will be involved in include Property & Casualty Insurance, Life Insurance, Employer Health Insurance, Financial Services, and Educational Tutoring.  A flexible personality is paramount, as this role is multi-faceted and can have high complexity.

Responsibilities and Duties

  • Manage and route all incoming phone calls to main phone line.
  • Grant office access and perform welcome procedures to office visitors.
  • Daily mail distribution management
  • Light housekeeping duties including, but not limited to: Unload/load dishwasher, wipe down surfaces and counters in bar, kitchen and common/conference room areas, restock supplies for offices, kitchen, and lounge as needed.
  • Perform company errands and event setup as needed
  • Daily updates to CRM and Agency management systems
  • Utilize CRM and Agency management systems to communicate with clients and members.
  • Schedule appointments and manage calendars as requested by CORE and our Strategic Partners.
  • Processes account openings, insurance applications, and other duties as assigned in support of the company administrative needs.
  • Preparation and documentation of new SAT/ACT Prep materials
  • Preparation and documentation of new STEM programs
  • Support recruitment of instructors for learning centers
  • Support learning center directors on minor administration work
  • Create and post weekly posts to learning centers and financial services social media.
  • Support Regional Director of learning centers with calendar and needed reporting.
  • Support Financial Strategist with management of expense reporting including, but not limited to, mileage tracking, uploading receipts, and categorizing in QuickBooks.
  • Support Financial Strategist with monthly billing activities.
  • Support Financial Strategist with placing trades and updating/placing stop-loss orders, as directed by the licensed financial advisor.
  • Sets priorities and manages workflow to ensure efficient, timely and accurate processing of transactions and other responsibilities.
  • Maintains a cordial and effective relationship with clients, coworkers, carriers, vendors, and other business contacts.
  • Assist with additional endeavors as requested.

 Skills and Qualifications
  • Ability to communicate orally and in writing with others to explain complex issues, receive and interpret complex information, and respond appropriately.
  • Knowledge of insurance products and usages is preferred.
  • High attention to detail needed for this role.
  • Ability to carry out complex tasks with many concrete and abstract variables.
  • Ability to balance multiple projects while managing priorities and expectations.
  • High proficiency with Microsoft Office Suite of products.
  • High proficiency with a VOIP multi-phone system.
  • High proficiency with QuickBooks software.
  • Social media post creation and management experience.
  • Familiarity with and ability to adapt to new software programs for job responsibilities.
  • Accepts and handles any duties/prospects as assigned by agency management.
  • Desire to learn beyond the role and grow within the company is a plus.
  • Bilingual in English/Spanish is a plus.
The Office Administrator reports directly to the Chief Revenue Officer.