Administrative Assistant

Position Summary

This position is responsible for administrative support to the office employees. The position will anticipate and provide the appropriate level of support to Management as needed. In this role, a proven track record, expertise, and passion for executing and supporting administrative functions is critical.

What will your job entail?

• Responsible for office security access system, maintaining security cards and keys to access office for all employees, specifically new or terminated employees and overall providing for the safety and security of the employees and the property.
• Complete onboarding/off-boarding steps for new hires, including completion of I-9’s for new hires. May include Manager Pre-Onboarding New Hire and Termination Checklists.
• Complete monthly expense reports for the Office President in the Concur system, and for others as assigned.
• Makes travel arrangements for Office President such as booking flights, cars, and hotel.
• Take weekly inventory of office supplies.  Place Quill orders and orders from other vendors as needed, adding special requests when required.
• Request work orders with building management on lighting/heating/cooling/plumbing, etc. If extra charges apply, notify Regional Operations Manager.
• Keep kitchens, supply rooms, network room tidy and stocked.
• Coordinate, track and assist with employee desk/office moves, relocations, expansions, and reorganizations.
• Troubleshoot technical issues that staff may have working in conjunction with Ryan IT Help Desk support team.
• Order business cards/stationary upon request on Ryan Print Portal with job title approval from Regional Operations Manager.
• Notify staff of office closures (early dismissal), weather, building, and area notifications.
• Act as Emergency Preparedness Coordinator; updating all emergency information updated on the local T drive and on the Z: Drive Operations Emergency Folder.
• Coordinate and schedule office events/parties, including, facilitate set-up/clean-up catering orders for in house meetings and staff events.
• Maintain office vendor relationships.
• FedEx and expedited parcels when requested.
• Maintain in-office archive files, which includes organizing, documenting and retrieval requests.
• Other tasks as assigned by Office President or Regional Operations Manager.

Education/Experience/Skills:

• High School Diploma or equivalent required.
• 1-3 years of office experience in an administrative role preferred.
• Certified as Notary Public or willingness to become Notary preferred.
• Ability to thrive in a fast-paced environment with multiple projects, deadlines, and shifting priorities.
• Proven self-starter with strong organizational skills, with capacity to execute and deliver on results.
• Strong communication skills with the ability to effectively manage communication at various levels of the company.
• Ability to manage change and communicate with all impacted parties throughout the process.
• Working cooperatively and effectively with others to set goals, resolve issues, and make informed decisions.
• Proficient in the use of Microsoft Office suite, including Outlook, Excel, Word, and PowerPoint.

Ryan Specialty is an Equal Opportunity Employer. We are committed to building and sustaining a diverse workforce throughout the organization. Our vision is an inclusive and equitable workplace where all employees are valued for and evaluated on their performance and contributions. Differences in race, creed, color, religious beliefs, physical or mental capabilities, gender identity or expression, sexual orientation, and many other characteristics bring together varied perspectives and add value to the service we provide our clients, trading partners, and communities. This policy extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, discipline, firing, promoting, transferring, compensation, benefits, training, leaves of absence, and other terms, conditions, and benefits of employment.

How We Support Our Teammates 

Ryan Specialty seeks to offer our employees a comprehensive and best-in-class benefits package that helps them — and their family members — achieve their physical, financial, and emotional well-being goals. In addition to paid time off for company holidays, vacation, sick and personal days, Ryan offers paid parental leave, mental health services and more.

The target hourly rate range for this position is $20.45 - $25.00 per hour.

The wage range for this role considers many factors, such as training, transferable skills, work experience, licensure and certification, business needs, and market demands. The pay range is subject to change and may be modified in the future. Full-time roles are eligible for bonuses and benefits. For additional information on Ryan Specialty Total Rewards, visit our website https://benefits.ryansg.com/. 

 

We provide individuals with disabilities reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment in accordance with applicable law. Please contact us to request an accommodation at [email protected] 

 

The above is intended to describe this job's general requirements. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.