Administrative Assistant

Objective:

The Administrative Assistant role will primarily assist the Commercial Lines Manager and Producer(s) with the development and implementation of new business production. In addition, this role will provide general administrative support to the Branch office as necessary. This is a part-time role expected to work approximately 15 hours per week in the office. 

Core Responsibilities Include:

• Coordinate meetings and events for internal staff.
• Maintain confidentiality of all duties assigned by the Manager and Producer.
• Manage vendor relations and maintain the branch vendor list and usage. Consolidate resources where possible.

Office administrative duties to include:

• Process incoming/outgoing mail
• Scanning
• File assembly
• Assist with the onboarding of new staff
• Take meeting notes as necessary
• Order supplies
• Maintain birthday and anniversary celebrations for staff
• Participate in the culture club

Office administrative duties to assist Producer(s), to include:

• Assist with developing prospect lists and market segments
• Research prospect details
• Email blasts
• Mail newsletters and pertinent insurance articles as requested
• Assist in new business applications and proposal preparation
• Special projects and other duties as assigned.

Requirements:

• Education – High School graduate/GED required.
• Minimum of 2 years of administrative experience in an office environment. Insurance industry experience is a plus.
• Advanced Microsoft Suite skills, particularly Excel, Word, and PowerPoint.
• Advanced organizational skills with the ability to effectively handle multiple assignments.
• Effective communication and collaboration skills, both written and oral.
• Problem-solving and analytical skills, with attention to detail.
• Must maintain a positive attitude and sense of humor!

Compensation:

The hourly rate for this role is $20.00. More details can be found at https://www.heffins.com/about-us/careers  

Heffernan Habits (Expectations):

These are practices that represent our unique employee culture.

• Answer The Phone (And Email): Communication is the foundation of success in life, work, and relationships. It begins with being present and responsive to both clients and colleagues. Listen to what is said and notice what goes unsaid.
• Have Fun: Fun is something we don’t shy away from, and participation brings us together on many different levels. Take the time to know your colleagues and let barriers fall away. If we are happy and enjoy time together, we will do a better job for our clients and for one another!
• Be Respectful: Lend a hand, be kind, and smooth the path. Respect is the cornerstone of developing and maintaining strong relationships. Lead with humility, take ownership of your actions, and ease the way for others. We are in this together as a team, as a family, and as trusted advisors to many. 
• Do Good: This is our core. We strive to do good for our clients, our community, and our planet.
• Celebrate & Value Our Differences: “Because You’re Different”. It is our differences, when valued and amplified, that allow us to innovate, to learn, to connect, and to stand apart from the rest.

Working Conditions:

• Work environment is indoors, sitting at a desk or standing for extended periods of time.
• Daily use of computers, keyboard, mouse, headset, printers, and other commonly used office equipment.
• This position may require flexibility to work hours outside of a regular schedule.
• Ability to travel as necessary.