Administrative Assistant Sales & Marketing Hcpl

An exciting opportunity exists to join the ProAssurance family of companies!

We are a specialty writer of professional liability, products liability and workers' compensation insurance. With over 1,000 employees operating in 40 states, our company is well positioned to offer career opportunities to individuals interested in professional growth.

This position provides administrative support to the Sales & Marketing department, ensuring the efficient day-to-day operation of the department, and supporting the work of management and other staff. Responsible for the administrative duties of the commission and agency agreement process in the respective regions.

Essential Duties and Responsibilities:
15% Trade Shows/Conventions for Respective Region

• Make reservations at the trade shows for booths, order necessary equipment and process respective invoices

• Create and maintain convention schedule

• Maintain events calendar

• Prepare and send out booths to trade shows
  30% Performs administrative and office support activities for department and Medical Director.

• Composes and prepares confidential correspondence, reports, presentations, budgeting and creates and maintains database and spreadsheet files, billing and other complex documents.

• Coordinates and distributes departmental mail.

• Answers and directs phone calls. Screens incoming calls and correspondence and responds independently when possible.

• Internal meeting logistics and arrangements.

• Coordinates business travel arrangements as needed.

• Organizes and maintains file system and files correspondence and other records.

• Communicates with co-workers, management, clients and others in a courteous and professional manner.

• May be required to perform basic accounting functions as directed.
  20% Provide office wide and facilities support.

• Main contact for office suite work orders HVAC and general maintenance

• Serve as main contact for Madison office vendors (e.g, shredding, plants, supplies, etc.)

• Answers general office questions

• Incoming and outgoing mail and express packages, newspapers and maintain postage meter.

• Maintain office supply inventory, including breakroom supplies.

• General office machine maintenance including toner cartridge inventory.

• Process office related expenses through Expense Watch.

• Receive service of Summons and Complaints.

• Process and maintain office security requests.
  10% Responsible for the administrative functions for agency agreements and addendums within the region:

• Send questionnaire with release authorization, agent release and agent application to prospective agencies upon request. Forward completed documents to Corporate Compliance for processing.

• Create new agency agreement from template post Compliance department approval and send to Agency and respective Market Manager. Maintain signed agreements, ensuring Compliance has all updated copies.
  10% Monthly commission work, run credit balance report from policy system and send to Accounting for review and processing. After approval, send reports to respective agents.
  5% Stewardship and Field Reports

• Each month, run reports from the policy system and Risk Resource department on policy anniversary date. Send to respective agents via email.

• Each month, gather individual field reports from respective Market Managers and compile into larger report, using established template.

Secondary Functions:
5% Provide administrative support to Employee Trust Fund Advisory Committee and other charitable campaigns, supporting internal committee work and decisions. Serve on internal committees for office picnics and holiday gatherings.
3% Administrative support for Annual WMS Meeting and Coordinating Market Manager Meeting, coordinate with WMS after they determine WMS Meeting date, meeting agenda and participants, Gather necessary information and submit to WIDOL for CE approval for agents, including follow up steps and file maintenance. Organize dinner reservations and invitations. Determine and set up in house meals for annual Market Manager Meeting. Arrange business travel as needed.
1% Coordinate participation in WMS Foundation annual fundraising event.
1% Sales Leads calls regarding inquiries about MPL coverage. Complete template and forward to respective Market Manager.

Qualifications & Requirements:

• High school diploma required. Associate degree, certification or advanced training preferred.

• Minimum five years in an administrative support role, preferably in an insurance company environment.

• Extensive skills required with a strong need for expertise in MS Office Suite as well as internet research abilities.

• Must have high level of interpersonal skills to handle sensitive and confidential information/situations. The position continually requires demonstrated poise, tact and diplomacy.

• Basic analytical ability, in order to gather data and summarize for reports; find solutions to administrative problems and prioritize work.

• Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

• Ability to communicate effectively both verbally and in writing with all levels of the organization as well as with outside customers and vendors.

• Ability to operate standard office equipment including, but not limited to computers, copiers, scanners, etc.

• Ability to assess the urgency and importance of a situation and take appropriate action.

• Effective communication skills listening, writing and facilitation.

• Excellent organizational skills and the ability to handle multiple tasks effectively.

• Must be able to occasionally lift up to 10 pounds.