Administrative Assistant (Front Desk)

Job Description Powers Insurance and Risk Management

Position:

Administrative Assistant (Front Desk)

Reports To:

DOO, COO

May be Responsible for:

First impressions for clients, insurance company representatives, and the general public; primary recipient of incoming calls; office supplies management; coordinating in-office events.

Position Summary

The front desk administrative assistant is responsible for setting a positive and upbeat tone within the office. This position is responsible for greeting all guests and visitors as they come into the office, as well as fielding the majority of incoming phone calls. The administrative assistant also keeps the office running and functioning smoothly by managing office supplies, coordinating events and office parties, and keeping our common areas tidy and presentable.

Principal Duties and Accountabilities (Essential Functions)

Front Desk Duties

• Greet guests in a professional manner and direct them to the appropriate person or meeting room.
• Schedule necessary meetings (welcome parties, birthday parties, anniversary celebrations, etc.), reserve appropriate rooms, and prepare those rooms in advance of meetings.
• Answer incoming phone calls as quickly as possible and direct the caller to the appropriate team member.
• Assist with organization for larger events (VIAA BBQ, Product Fair, etc.).
• Serve as primary backup for Office Support Specialist duties.
• Manage and respond to emails in a prompt manner.
• Assist with special projects as needed/requested.

Maintaining Morale

• Manage and oversee Super Awkward Welcome Parties for new associates (Training Room, gift, food, etc.).
• In concert with leadership, send out get well baskets, sympathy baskets, etc. to team members
• As much as possible, provide an “inclusive eating experience” for company events by ensuring that all dietary allergies are accommodated.
• Identify opportunities for team building activities and small group activities to help encourage a positive culture.

Office Organization

• Coordinates travel arrangements for associates (securing hotels, airfare, transportation).
• Maintains office supplies as needed (ordering supplies, verifying delivery, stocking shelves).
• Prepare morning coffee for office (on fuller staffed days).
• Light cleaning, pickup of common areas such as kitchen and meeting rooms.
• Keep front desk area clean, presentable and unencumbered.
• Other duties assigned as necessary.

Required Knowledge

• Pleasant and professional demeanor
• Welcoming phone voice and excellent phone management skills
• Strong written communication skills
• Strong computer proficiency, particularly with Microsoft Office, Outlook and Excel
• Strong organizational skills; positive can-do attitude

Required Skills, Abilities, and Behaviors

• Excellent verbal and written communication skills
• Understanding of agency workflows and processes
• Capable of developing and introducing new ideas to enhance work processes and have the initiative to document and carry them through
• Ability to use agency automation systems and various software programs
• Ability to perform in a fast-paced multitasking environment
• Ability to evaluate current methods, forecast future needs, develop action plans, and implement processes utilizing creative solutions to problems as they arise. Leadership abilities include the ability to clearly articulate team objectives, as well as to motivate and influence team members generating enthusiasm, flexibility and openness to change

Disclaimer

The above information has been designed to indicate the general nature and level of work performed within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. Associate must attend work on a regular basis, on time, and withstand varying degrees of stress. This position description describes the minimum selection requirements to qualify for the position. All employees must also demonstrate positive personal and interpersonal behavior and attitude with customers and employees in order to ensure a high level of expertise in supervision and general management.

Compliance

The associate has the responsibility to acquire and maintain the required knowledge of industry regulations and licenses and those regulations and policies inherent to position requirements.