Administrative Assistant & Office Coordinator (On-Site)

YOUR ROLE

We are seeking a proactive and organized Administrative Assistant/Office Coordinator to join our team. In this role, you will assist Senior Leadership with administrative tasks and providing administrative support across the organization. You will be the first point of contact for our company, managing front desk activities to ensure smooth office operations and contribute to a positive work environment.

This is a full-time, in-office position.

WHAT YOU'LL DO

Administrative Assistant

• Support Bold Penguin executives by managing and prioritizing complex calendars, including scheduling meetings and resolving scheduling conflicts.
• Coordinate travel arrangements, prepare travel itineraries and logistics.
• Prepare and submit expense reports.
• Manage Google documents, spreadsheets, prepare slides as requested for board meetings, presentations, etc.
• Assist in event planning and coordination, including but not limited to Penguin Tank, Waddles, annual party, etc.
• Schedule meetings for Senior Leadership, ensuring all invited participants are available.
• Other duties as assigned by your manager or Senior Leadership.

Office Coordination

• Coordinate office activities and operations to secure efficiency and compliance with company policies
• Assist in the development and implementation of office policies and procedures
• Maintain a neat and organized office, ensuring cleanliness and tidiness
• Manage the reception area, including greeting visitors and handling inquiries
• Order office supplies, drinks and snacks, and maintain inventory levels
• Retrieve, sort, and distribute incoming mail and packages
• Handle sensitive and confidential information with integrity
• Work with IT to ensure office equipment is properly maintained and serviced

Other duties and responsibilities as assigned.

YOUR LOCATION

This is a fully on-site role in our Dublin (Bridge Park) office.

Skills & Experience

• 6+ years' proven experience as an Administrative or Executive Assistant, Office Coordinator or similar role
• High school diploma required; bachelor's degree preferred
• Excellent organizational and time management skills
• Strong scheduling and coordination skills
• Experience with booking travel and managing expense reports
• Strong verbal and written communication skills
• Proficiency in MS Office (Word, Excel, PowerPoint, etc.)
• Proficiency in GSuite (Google Calendar, Gmail, Google docs, etc.)
• Ability to prioritize tasks, work independently, and self-manage deadlines
• Attention to detail and problem-solving skills
• Professional attitude and appearance

Physical Requirements

• Must be able to sit/stand/walk for prolonged periods of time, (up to 8 hours per day) at a desk working on a computer.
• Must be able to use standard office equipment for extended periods of time, including but not limited to, a mouse, keyboard, phone and video conferencing.

Bold Penguin is the premier digital broker for commercial insurance. Their technology expands top-of-funnel demand and increases yield for enterprise partners. Through digital distribution, wholesale capabilities, and AI-driven insights, they transform the lifecycle of both simple and complex risks, from prospecting to placement.

Benefits

We offer competitive compensation and progressive benefits that include:

• Medical, Dental, and Vision
• Flexible PTO Policy
• 401(k) with a company match
• Employee Assistance Program
• Parental Leave
• Disability and Life Benefits

Stay connected to the Glacier. We have great SLACK channels for work and play. We also like to video conference and hold all-hands "Waddles" regularly.

Penguin bling. Like swag themed after a certain Antarctic bird? Just. You. Wait.

Bold Penguin believes in inclusion. That's why we're proud to be an equal opportunity employer that considers all qualified applicants regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. To learn more about our results-focused culture and employee-focused perks, read more on our careers page.