Administrative Assistant

Company Details

Rated Best Places to Work 2020 and 2022 by Business Insurance, Continental Western Group is a regional property casualty insurance company offering commercial products and services through independent agents in the Midwest. CWG provides unique value through the service provided by our experienced group of employees and independent agents. Since 1886

• Strong, Local and Trusted. #LI-AV1 #LI-Hybrid

As a Berkley company, we enjoy operational flexibility that allows us to deliver quality coverage solutions. W. R. Berkley Corporation, and all member insurance companies, are rated A+ (Superior) by A.M. Best Company, and carry Standard & Poor's Financial Rating of A+ (Strong).

This role will be based in our Urbandale office. We offer a hybrid work schedule with 4 days in the office; and 1 day remote where it makes sense to do so.

The Company is an equal employment opportunity employer.

Responsibilities

As an Administrative Assistant, you'll work in partnership with the executive leadership team to provide seamless support to the enterprise. You'll provide a wide range of administrative support from routine to complex tasks requiring a high degree of planning and judgment. We'll rely on you to understand business priorities and identify process improvements to create efficiency and scale for the executive leadership team. Responsibilities will include exposure to and handling of sensitive and confidential information.

We'll count on you to:

• Proactively manage executive's inbox and calendars with attention to accuracy, detail and allocation of time to promote productivity and recognize the need to reprioritize as appropriate. Answer and screen telephone calls for executive leadership team. Places outgoing calls.

• Coordinate travel in compliance with existing policies and procedures, ensuring effective use of time and resources. Negotiate corporate rates for lodging and meeting facilities for the Home Office location.

• Prepare and confirm agendas and logistics in advance for various meetings, including individual meetings for President and executive leadership team, offsite meetings and team-based social events. Assist with executive-level interview process by arranging and coordinating schedules, candidate travel, lodging and transportation.

• Prepare and/or proofread publications and confidential correspondence, presentations and reports. Ensure proper approvals have been obtained before releasing correspondence. Compile and creates

PowerPoint presentations, charts and graphs, reports, spreadsheets and Word documents potentially including tables.

• Coordinate and distribute monthly President's update and weekly executive leadership team meeting agenda and handouts. Prepare and maintain files.

• Prepare and manage monthly expense reports for executive leadership team, reconciles invoices, and tracks budgets.

• Assume lead role in planning agency-related events, e.g., Super Producer, Agency Advisory Council, etc.

• Prepare and confirm agendas and logistics in advance. Responsibilities will include but are not limited to, securing venues, event communication, calendar management, travel arrangements, hotel accommodations, presentation materials, meeting room logistics including connectivity, catering, group activities, contract negotiations and budget monitoring.

• Support annual operational planning process and annual planning meeting. Assists in creation of meeting PowerPoint presentations and Annual Operating Plan document.

• Perform special projects as requested, e.g., employee recognition programs and/or events, community outreach, agency production reports, agent trips, etc.

• Communicate and coordinate requests/projects with corporate office (WRBC), e.g., annual reports and other company publications, meetings, corporate visits, etc.

• Perform various administrative duties including but not limited to invoice submittal/approval, photocopying, filing, ordering supplies, boardroom supplies, and other related duties.

• May provide backup administrative support for Legal and Sales Departments.Performs other related duties as assigned by management.

Qualifications

What you need to have:

• Bachelor's degree

• 5+ years experience assisting at the executive level in a fast-paced environment; or equivalent combination of education and experience

• Integrity and discretion in handling confidential information and in dealing with professionals inside and outside the enterprise

• Superior planning, time management and organizational skills

• Strong working knowledge of Microsoft Office, specifically Outlook, Word, Excel, PowerPoint and SharePoint as well as Visio and Adobe Acrobat

• Ability to prioritize and handle multiple assignments while maintaining commitment to deadlines; capable of working independently

• Professional polish and ability to demonstrate grace and composure under pressure

• Exceptional written and verbal communication skills

• Communicate effectively with all levels of the organization both internally & externally

What makes you stand out:

• Property and casualty industry or project coordinator experience desirable.

• Ability to proactively research and resolve problems and make recommendations for solutions to issues

• Demonstrates a can do, team orientated personality

Additional Company Details

We do not accept any unsolicited resumes from external recruiting agencies or firms. The company offers a competitive compensation plan and robust benefits package for full time regular employees. The actual salary for this position will be determined by a number of factors, including the scope, complexity and location of the role; the skills, education, training, credentials and experience of the candidate; and other conditions of employment.

Sponsorship Details

Sponsorship not Offered for this Role Responsibilities As an Administrative Assistant, you'll work in partnership with the executive leadership team to provide seamless support to the enterprise. You'll provide a wide range of administrative support from routine to complex tasks requiring a high degree of planning and judgment. We'll rely on you to understand business priorities and identify process improvements to create efficiency and scale for the executive leadership team. Responsibilities will include exposure to and handling of sensitive and confidential information. We'll count on you to:

• Proactively manage executive's inbox and calendars with attention to accuracy, detail and allocation of time to promote productivity and recognize the need to reprioritize as appropriate. Answer and screen telephone calls for executive leadership team. Places outgoing calls.

• Coordinate travel in compliance with existing policies and procedures, ensuring effective use of time and resources. Negotiate corporate rates for lodging and meeting facilities for the Home Office location.

• Prepare and confirm agendas and logistics in advance for various meetings, including individual meetings for President and executive leadership team, offsite meetings and team-based social events. Assist with executive-level interview process by arranging and coordinating schedules, candidate travel, lodging and transportation.

• Prepare and/or proofread publications and confidential correspondence, presentations and reports. Ensure proper approvals have been obtained before releasing correspondence. Compile and creates

PowerPoint presentations, charts and graphs, reports, spreadsheets and Word documents potentially including tables.

• Coordinate and distribute monthly President's update and weekly executive leadership team meeting agenda and handouts. Prepare and maintain files.

• Prepare and manage monthly expense reports for executive leadership team, reconciles invoices, and tracks budgets.

• Assume lead role in planning agency-related events, e.g., Super Producer, Agency Advisory Council, etc.

• Prepare and confirm agendas and logistics in advance. Responsibilities will include but are not limited to, securing venues, event communication, calendar management, travel arrangements, hotel accommodations, presentation materials, meeting room logistics including connectivity, catering, group activities, contract negotiations and budget monitoring.

• Support annual operational planning process and annual planning meeting. Assists in creation of meeting PowerPoint presentations and Annual Operating Plan document.

• Perform special projects as requested, e.g., employee recognition programs and/or events, community outreach, agency production reports, agent trips, etc.

• Communicate and coordinate requests/projects with corporate office (WRBC), e.g., annual reports and other company publications, meetings, corporate visits, etc.

• Perform various administrative duties including but not limited to invoice submittal/approval, photocopying, filing, ordering supplies, boardroom supplies, and other related duties.

• May provide backup administrative support for Legal and Sales Departments. Performs other related duties as assigned by management.