Administrative Assistant, Sales & Marketing (Hybrid)

Who We Are:

NFP is a seven-time Best Places to Work award winner in Business Insurance who has also earned the 5-Star Diversity, Equity and Inclusion (DEI) award from Insurance Business magazine and the WORK180 employer endorsement. We're a recognized Elite Agency award winner and a leading property and casualty broker, benefits consultant, wealth manager, and retirement plan advisor. NFP provides solutions enabling client success through the expertise of over 8,000 global employees, investments in innovative technologies, and enduring relationships with highly rated insurers, vendors and financial institutions. To learn more, please visit: https://www.NFP.com.

Summary of Role:

The Administrative Assistant is responsible for enhancing the bi-coastal Managing Director's effectiveness by performing a wide variety of complex, diverse, and time sensitive administrative functions while providing overall support to him pertaining to business operations and clients. The role is full-time and may require flexibility to work outside of traditional hours on occasion. Ideal candidates will have strong attention to detail, effective communication skills, and will be highly organized with the ability to prioritize easily.

Essential Duties and Responsibilities:

Sales & Marketing Support

• Assists with maintaining Salesforce CRM, including data entry and research to prepare for and provide meeting materials

• Runs reports to monitor sales and marketing activity

• Manages meeting follow ups, notes, tasks, etc.

• Conducts background research on prospects, projects

• Maintains relationships with industry contacts via email communication and meeting support

• Understand and assist with carrier relationships

Administrative Producer Support

• Supports all general administrative business-related tasks for Managing Director with high work volume and calendar activity

• Handles meeting preparation including lunch reservations, marketing material preparation, confirmations of attendees

• Provides daily and weekly summaries of priorities and timing, scheduling and communicating meeting needs

• Daily (or more) check ins to facilitate changes, updates and rescheduling for business meetings

• Prepares expense reporting; facilitates separation of business expenses

• Act as gatekeeper to Managing Director, understanding priorities in the organization

• Manages business travel calendar for bi-coastal executive with homes in 3 plus states

• Facilitates communication between Managing Director and operation teams

• Arrange business travel and business meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations for Managing Director

• Answer and screen a high volume of incoming business phone calls and forwards calls as directed. Facilitate direction of requests and calls to the appropriate parties within the firm

• Familiar with and willingness to learn technology for scheduling, navigation, prioritization

• Desire to learn the insurance industry

Knowledge, Skills, and/or Abilities:

To perform this job successfully, must be able to perform each essential duty with excellence. Must also have expert level communication skills and strong decision-making ability. Must have the ability to interact diplomatically and professionally, managing communication between the Managing Director, the firm, clients, advisors, etc. The ability to work independently and multi-task is crucial. Exceedingly well organized, flexible and able to prioritize in a fast-paced environment is key. The ability to manage multiple priorities: several calendar requests to ensure each meeting is given the proper prioritization. Must be a power user in Microsoft Outlook.

• Minimum 2 years of experience in professional office setting

• Minimum of 5 years in any related field

• Desire to work in a fast-paced environment with flexibility in duties and responsibilities

• Proficiency in processing large amounts of information on an ongoing basis

• Exceptional attention to detail and time management skills

• Strong aptitude for organization and active management of shifting priorities

• Effective verbal and written communication

• Ability to work on projects with a team or on an individual basis

• Ability to uphold guidelines and processes for business management

• Proficiency in Microsoft Office Suite and the ability to learn software/technology quickly

• Experience with Salesforce, Concur, ServiceNow is a bonus

Education and/or Experience:

• Bachelor's Degree

What We Offer:

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.

NFP and You... Better Together!

NFP is an inclusive Equal Employment Opportunity employer.