Position: Administrative Assistant
Leading writer of Property & Casualty Reinsurance seeking an Administrative Assistant supporting their 15 person in office team. I have been supporting this client for 20+ years and I can sincerely say they have the best, most employee centric, corporate culture of any client I’ve worked with. Their global team shares a passion for solving their customers’ problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking.
This is a 4 day per week in office position (with a flex work from home day) located in Schaumberg.
For over three decades, the firm has helped its clients manage the risks of operating in a volatile and uncertain world. They’re experts in Property, Casualty, Specialty, Cyber and Credit reinsurance, consistently recognized for the innovative way they combine data, experience and technology to understand and manage large and complex risks across the world. They are also a business with a real social purpose - we help protect communities around the globe and enable prosperity for all. Our purpose drives us forward every day as we seek solutions to some of the world's most complicated challenges.
Position Summary
The Administrative Assistant is responsible for providing administrative assistant support to our 15 person team as well as office manager responsibilities.
This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible, highly organized individual with excellent communication and collaboration skills.
Responsibilities include (but are not limited to)
Travel
- Arrange business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log
- Ensure team members have any visas, all documents, papers and itineraries necessary for travel. Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices
Meetings and Entertainment/Lunches /Dinners
- On behalf of team members, coordinate meetings with clients/brokers/vendors
- Record all meeting details and attendees in meeting calendar within the Microsoft Office system.
- Manage all aspects of bookings and catering for client/broker lunches and dinners.
- Book taxis for our employees and clients.
- Prepare and organize printed materials and binders for meetings
Expenses
- All aspects of timely expense management (in Concur and Dynamics 365) for team members, including: Use receipt images in Concur or gather receipts for business travel promptly after such travel and document the business purpose
- Set up expense reports on at least a monthly basis
- Follow-up to secure any expense approvals
Visitor Log
- Be the coordinator for any visitor log requests
- Arrange desk assignments for underwriting visitors
General / Office / other
- Provide administrative support for group meetings, whether onsite
or offsite
- Assist with ad hoc projects
- Communicate with external contacts to exchange information as needed
- Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
- Prepare FedEx shipments
- Assist with mail collection and distribution for your respective team(s)
- Maintain good working relationship with internal contacts
- Manage changing circumstances as they happen, sometimes on short notice
- Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time
Professional/Technical Competency Requirements
- Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include with senior management, internal clients, external clients and brokers.
- Works efficiently, accurately and exercises common courtesy. Is a team player and demonstrates a cooperative attitude.
- Must possess excellent oral and written communication skills.
- Receptive to new ideas and is well organized.
- Reacts effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
- Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner at all times.
- Provide ad hoc support around office as needed
- Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different ‘share’ platforms ie: SharePoint, Office 365
Qualifications, Skills & Experience
- Bachelor’s Degree.
- 2+ years of administrative assistant experience.
- Strong interpersonal and communication skills
- Ability to multitask
- Proficient in Microsoft Office suite
