At ICW Group, we focus on customers and sweat the details. Our Human Resources Department is seeking an Administrative Assistant to perform administrative support in order to facilitate efficient and effective operations and a superior customer experience. We are searching for a motivated professional that works well collaboratively and has impeccable organizational and planning skills.
Essential duties and responsibilities for this position include:
Coordinates department appointments, meetings and events.
Receives and screens visitors and telephone calls, and notifies appropriate personnel ensuring timely connection and friendly service.
Arranges meetings, schedules appointments and orders appropriate supplies necessary. Prepares agendas and meeting materials under the direction of meeting/event owner. May maintain minutes or records of attendance as requested.
Makes travel arrangements for department personnel or hosted visitors as required.
Coordinates with speakers, guests and event/meeting owner to communicate information and distribute materials to participants on a timely basis.
Provides program/project support for assigned department initiatives
Maintains calendars and project plans for department initiatives.
Provides program and materials distribution and tracking.
Composes and distributes correspondence.
Prepares correspondence, documents, reports, presentations, and other materials; ensures accuracy of content and timely reproduction as appropriate.
Collects and verifies data, and conducts simple analyses.
May create, maintain, and update various information databases or other technology tools.
Assists with other project or program tasks as requested by department personnel.
Assists with department financial management
Reviews monthly budget, requests reallocation or adjustments and prepares variance reports for department leadership.
Generates and reconciles purchase orders and invoices for department spend.
Conducts monthly department credit card reconciliation and creates expense reports.
Collects information, drafts proposed spend and works closely with department leadership to prepare budget.
Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested.
Performs record keeping and department operations duties
Opens, sorts, prioritizes and distributes mail on a daily basis.
Responds to general inquiries concerning department activities in accordance with established policies and procedures.
Maintains inventory and orders supplies and other items on behalf of department.
Assembles materials and files according to instructions provided by department personnel.
Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents.
Assists with other operational tasks as requested by department personnel.
Educational background and desired experience:
High School Diploma or GED required; College courses in applied business subjects desirable. Minimum two years of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities or equivalent combination of education and experience.
Knowledge and skills that will help you succeed in this position:
Experience and/or education in Business Mathematics, Budgeting or other areas involving working with numbers and data. Must be proficient in Microsoft Word, Excel, PowerPoint and Visio. Specific functional knowledge related to department may be required. Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required.
Physical requirements for this role:
While performing the duties of this job, the employee is frequently required to sit. The employee is regularly required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl; talk and hear. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision. The worker is required to have visual acuity and be capable of operating and viewing computers and other electronic devices for extended periods of time. Must be able to clearly speak on the telephone.
Do you fit the profile? If so, we would love to hear from you!
About ICW Group
Based in San Diego, ICW Group Insurance Companies is the largest group of privately held insurance companies domiciled in California. Quoting more than $3 billion annually, ICW Group represents a group of Property, Auto and Workers’ Compensation insurance carriers, including Insurance Company of the West and Explorer Insurance Company.
ICW Group is recognized nationally as an industry leader in helping policyholders achieve fewer and less costly claims, and is committed to meeting the needs of its policyholders and elevating the trusted agents and brokers who advise them. The company offers its insurance products through an independent network of experienced and professional agents and brokers.