Immediate need
Prioritize, expedite, complete, and log all the general service work and client questions
Reply to email, telephone, or face to face enquiries while prioritizing level of urgency.
Organize and set better practices with calendar
Pre-meeting prep: organize, schedule, and prep meetings and appointments
Provide general support to visitors, guests, and clients
Post-meeting tasks: document meeting/conversation topics, create to-do list, and followup times
Carry out administrative duties such as filing, typing, copying, binding, scanning etc
Produce and distribute correspondence memos, letters, faxes and forms
Write letters and emails on behalf of other office staff (general marketing materials and understanding of MOD, sales central, and SMRU)
Answer and direct phone calls
Technology
Generate and maintain contact lists: Be sure all prospect clients are logged in sales central and contact information is up-to-date
Create and pull reports from Sale Central to phone on, birthday lists, annuities out of surrender, age
changes, term conversions/yearly convertibles, conversion credits, etc.
Office Maintenance
Order office supplies to various offices to be delivered directly to office in addition to updated business cards, letter head, etc.
Maintain supplies inventory
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Receive, sort and distribute the mail
Prepare and monitor invoices- log and categorize all invoices and receipts
General
Handle multiple projects simultaneously
Maintain professional and technical knowledge by attending educational workshops; reviewing
professional publications; establishing personal networks; participating in professional societies
Handle sensitive information in a confidential manner
Coordinate office procedures, resolve administrative problems
Growth (first year)
Identify areas for improvement and create systems and processes to develop and update administrative systems to make them more efficient
Growth (next two years)
Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
Develop and maintain a digital filing system: This is a 3-year goal, getting all the paper files in various offices into a digital and portable format. Maintain computer and manual filing systems-including moving manual into a digital format
Requirements
Optimistic outlook
Tech savvy
Proven admin or assistant experience
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
Professionalism
Strong verbal Communication skills
Vision of Teamwork aligned with the team mission