Executive Administrative Assistant

Company DescriptionAlthans Insurance Agency, Inc. is a full-service insurance agency located in Chagrin Falls, OH. We represent approximately 50 different insurance companies, offering a wide range of insurance products and services to both businesses and individuals. Our specialties include Business Property Insurance, Casualty Insurance, Bonds, Group Health Insurance, Life Insurance, Retirement Plans, Home Insurance, and Auto Insurance. At Althans Insurance, you'll find a dedicated team focused on meeting the unique needs of our clients.Summary:The Executive Administrative Assistant is an indispensable member of the Althans Insurance Agency team, providing high-level administrative support to the agency owner while ensuring the smooth functioning of the Chagrin Falls office. This role requires a combination of exceptional organizational skills, meticulous attention to detail, strong communication abilities, and a proactive approach to problem-solving.Key Responsibilities:Front Desk Duties ·        Directing client calls to proper individuals·        Greeting and directing clients and carriers to proper conference room·        Forwarding client and carrier emails appropriately ·        Maintain and update as needed office conference room schedules ·        Maintain and update front desk manual and phone manual·        Maintain and update holiday checklist for early closings and holidays·        Check and record daily InOut board activity Mail·        Process mail at EOD and deliver to the post office. ·        Pick up PO Box mail at lunch, after distribution scan all required documents into ImageRight·        Process and distribute all outgoing UPS shipments ·        Collect and distribute all income UPS packages. ·        Monitor postage meter supplies, postage updates, download postage $, and maintenance.Cleaning·        Clean and stock employee kitchen each day·        Keep basement storage closet organized and tidy ·        Keep storage basement free of clutter, deep clean once per year ·        Maintain and organize all office storage and supply closets ·        Monitor and schedule all office cleaning with cleaning crew ·        Schedule and organize all annual office deep cleaning ·        Schedule and maintain water cooler maintenance contract Supplies·        Maintain office supply closet, order supplies as needed from different sites ·        Maintain kitchen supply closet, order supplies for kitchens as needed from different sites ·        Maintain paper products supply closet, order supplies as needed from different sites·        Monitor pricing, quantity, and ordering of office copy paper·        Manage activity with printers - stationary, invoices, letterhead, envelopes, checks, business cards, labels, pamphlets, and marketing material.·        Purchasing candy and snacks for the office lobby.Entertainment·        Organize the yearly 12 Days of Christmas event. ·        Organize monthly desert day for birthdays. ·        Setting up lunchbreakfast for internal training sessionsclasses, and staff meetings.·        Event planning, including summer food trucks, ice-cream, and other special events.Althans WebsiteIntranet·        Update and file data updates to the Althans Intranet·        Work with Alt-Media to add new material to the blog section of the website. Miscellaneous Projects·        Assisted in creating, planning, and following through with the remodeling of the office. ·        Purchase seasonal flowers and wreaths for the porch, and lobby.·        Purchase flowersdonations and send staff announcementcards for bereavement, and other occasions. ·        Order promotional items for shows.·        Organize and oversee the removal of excess material from the building using an outside source·        Maintain company contract with the Shred-It for shredding removal.  Additional Requirements:Knowledge of insurance terminology and products is beneficial.Ability to maintain discretion and handle confidential information.Ability to work independently and as part of a team.Flexible and adaptable to changing priorities and pensation and Benefits:Competitive salary and benefits package, including health insurance, retirement plan contributions, and paid time off.

Created: 2025-01-27