Senior Administrative Assistant (Receptionist)

Are you looking to make an impactful difference in your work, yourself, and your community? Why settle for just a job when you can land a career? At ICW Group, we are hiring team members who are ready to use their skills, curiosity, and drive to be part of our journey as we strive to transform the insurance carrier space. We're proud to be in business for over 50 years, and its change agents like yourself that will help us continue to deliver our mission to create the best insurance experience possible.

Headquartered in San Diego with regional offices located throughout the United States, ICW Group has been named for the twelfth consecutive year in a row and for the 20th time overall as a Top 50 performing P&C organization offering the stability of a large, profitable and growing company combined with a focus on all things people. It's our team members who make us an employer of choice and the vibrant company we are today. We strive to make both our internal and external communities better everyday! Learn more about why you want to be here!

PURPOSE OF THE JOB 

The purpose of this job is to provide advanced administrative support, including serving as the primary point of contact for front-office and reception operations and delivering function-specific administrative support to the assigned business area. The position exists to work on assignments which are varied in nature and require a greater degree of independent judgment and cross-functional coordination, building on prior administrative experience. 

This position requires working onsite Monday - Friday.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serves as the primary point of contact for front-office and reception operations, and coordinates department appointments, meetings and events.

• Receives, screens, and directs visitors in a professional and courteous manner, and notifies appropriate personnel ensuring timely connection and friendly service.
• Receives and routes incoming calls and takes messages when necessary; reports recurring telephone system issues to Manager for resolution.
• Handles opening and closing procedures.
• Books/schedules conference rooms.
• Prepares agendas and meeting materials under the direction of meeting/event owner. May maintain minutes or records of attendance, as requested.
• Schedules event planning and meeting support for internal and external meeting including logistics such as invitation, materials production, vendor relations and staff support for event. 
• Sustains event calendars for department and organization-wide efforts.

Delivers advanced administrative support to Manager or Department.

• Serves as primary point of direct administrative contact and liaison with offices, individuals, and external clients/customers on a range of specified issues; organizes and facilitates meetings, conferences and other special events, as required. 
• Monitors and coordinates administrative activities as appropriate and prepares internal reports for management.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence as well as prepares responses. 
• Supports building and maintaining various SharePoint sites, as assigned.
• Collaborates with other departments to source and onboard Marketing vendors, as assigned.
• Owns and maintains Promotional Items and Approved Vendor databases, as assigned.
• Provides support for internal and external events, as needed.

Provides advanced administrative support to the assigned business area.

• Performs complex administrative and documentation support for Claims, Underwriting, and/or Marketing/Engagement operations as assigned, exercising independent judgment on file management, correspondence, and process workflows specific to the function.
• Partners directly with claims adjusters, underwriters, and/or Marketing/Engagement team members to prepare, organize, and route policy, claims, underwriting, or marketing-related documentation, escalating discrepancies or issues as needed.
• Serves as a resource to less experienced administrative staff on functional processes within the assigned business area.

Supports department financial management activities. 

• Reviews monthly budget, requests reallocation or adjustments and prepares variance reports for department leadership.
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget.
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested.

Executes record keeping and department operations duties.

• Opens, sorts, prioritizes, and distributes mail on a daily basis.
• Responds to general inquiries concerning department activities in accordance with established policies and procedures. 
• Maintains inventory and orders supplies and other items on behalf of department.
• Assembles materials and files according to instructions provided by department personnel.
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records, and other documents.

SUPERVISORY RESPONSIBILITIES 

This role does not have supervisory responsibilities but may guide, train or mentor less-experienced Administrative Assistants.

EDUCATION AND EXPERIENCE 

High School Diploma or general education diploma (GED) required.  Associate’s degree from a two-year college in Business Administration or related field a plus.  Minimum 3 years of related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS 

None required; however, a notary designation may be necessary depending on unit or department need.

KNOWLEDGE AND SKILLS

Experience and/or education in Business Mathematics, Budgeting or other areas involving working with numbers and data.  Specific functional knowledge related to department may be required.  Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required.  Intermediate to advanced level in Microsoft Office Suite: Word, Excel, PowerPoint as well as in program/project support.  

PHYSICAL REQUIREMENTS  

Office environment – no specific or unusual physical or environmental demands and employees are regularly required to sit, walk, stand, talk, and hear.  

WORK ENVIRONMENT  

This position operates in an office environment and requires the frequent use of a computer, telephone, copier, and other standard office equipment.

We are currently not offering employment sponsorship for this opportunity

The current range for this position is

This range is exclusive of fringe benefits and potential bonuses. If hired at ICW Group, your final base salary compensation will be determined by factors unique to each candidate, including experience, education and the location of the role and considers employees performing substantially similar work.

WHY JOIN ICW GROUP?

• Challenging work and the ability to make a difference
• You will have a voice and feel a sense of belonging
• We offer a competitive benefits package, with generous medical, dental, and vision plans as well as 401K retirement plans and company match
• Bonus potential for all positions
• Paid Time Off
• Paid holidays throughout the calendar year
• Want to continue learning? We’ll support you 100% 

ICW Group is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. ICW Group will not discriminate against an applicant or employee on the basis of race, color, religion, national origin, ancestry, sex/gender, age, physical or mental disability, military or veteran status, genetic information, sexual orientation, gender identity, gender expression, marital status, or any other characteristic protected by applicable federal, state or local law.

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