Executive Administrative Assistant

Job Overview

An Allstate insurance agency is seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role provides comprehensive administrative support to senior management, ensuring smooth daily operations and efficient communication across departments. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to handle a wide range of clerical and office management tasks. This position offers an exciting opportunity to contribute to a fast-paced environment where your expertise in office administration and client support will make a meaningful impact.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for executive team members with precision and professionalism.
• Handle multi-line phone systems, screen calls, and direct inquiries efficiently while maintaining excellent phone etiquette.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents using Microsoft Office Suite and productivity software.
• Maintain accurate records through data entry and spreadsheet management, ensuring data integrity and confidentiality.
• Oversee office operations including supply inventory, equipment maintenance, and organization of files to promote a productive work environment.
• Provide exceptional customer service by assisting clients, visitors, and internal staff with inquiries and support at the front desk.
• Support personal assistant duties such as travel arrangements, expense reporting via QuickBooks, and calendar management for executives.
• Facilitate effective communication within the team through organized email correspondence and timely follow-ups.
• Assist with special projects as needed, demonstrating flexibility and initiative in a fast-moving setting.

Experience

• Proven experience as an administrative assistant or in office management roles with a strong background in clerical tasks.
• Demonstrated proficiency with Microsoft Office applications including Word, Excel (spreadsheets), PowerPoint, and Outlook.
• Familiarity with QuickBooks or similar accounting software is preferred for handling expense reports and invoicing.
• Bilingual skills are highly desirable to support diverse client interactions and internal communications.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple deadlines.
• Excellent verbal and written communication skills coupled with professional phone etiquette.
• Previous experience supporting executives or in personal assistant roles is advantageous.
• Adept at data entry, proofreading documents for accuracy, and maintaining high levels of computer literacy.

Join us if you’re ready to bring your organizational talents to a vibrant team where your contributions directly enhance our operations!

Pay: $20.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person