Senior Administrative Assistant - Group Benefit

Administrative Assistant

Oswald Companies seeks goal-driven professionals ready to take their career to the next level. The Administrative Assistant is responsible to provide general administrative and clerical support for the Co-Managing Directors; performs a wide variety of advanced clerical duties; relieves unit leaders of selected administrative work and minor business detail.

Management of this process to include integrations across the following departments/practices/teams (if applicable): IT, Human Resources (benefits plan, 401K integration, employee-ownership), marketing (website & sales enablement) carrier contracts (benefits, P&C), licensing, accounting/finance, and facilities.

A Day in the Life: Essential Functions

• Exercises the greatest degree of discretion in the handling and dissemination of confidential and highly sensitive information.
• Operates a personal computer to input and retrieve data; operates office machines such as a copier and calculator; performs printing, photocopying, data assembly and binding.
• Initiates and/or assists in projects utilizing MS Office Suite including Word, Excel and PowerPoint; word processes and distributes outgoing correspondence including department communications, memos, email and faxes; involved in the preparation of RFPs and client presentations.
• Performs data entry/management for information management systems (CRM or other systems) including contacts, meeting notes, follow-up actions and reports; may create and maintain database information and spreadsheet files.
• Obtains and assembles market/prospect information for use by the business unit/department; conducts research, compiles summaries and types statistical reports as needed.
• Coordinates manager's schedule and establishes appointments; may answer and screen manager's telephone calls including confidential inquiries; arranges conference calls.
• Greets scheduled visitors and accompanies the individual to the appropriate person or area.
• Coordinates and arranges business unit/department meetings; prepares agendas, meeting materials, reserves and prepares facilities; may record and transcribe meeting minutes.
• Arranges programs, special events, conferences, or webinars; contracts facility and caterer as needed, issuing information or invitations, coordinating speakers and controlling budget; ensures project specifics are executed on schedule and within prescribed budget.
• Sorts, prioritizes and distributes incoming mail; locates and attaches appropriate file to correspondence to be answered by manager; prepares overnight shipping packages.
• On occasion acts as project manager on special assignment, which may include the planning and coordination of multiple presentations, disseminating information and organizing company-wide events.
• Organizes and maintains file system and archives; files correspondence and other records; makes copies of correspondence or other printed materials.
• Arranges detailed travel plans, reservations, schedules and itineraries; compiles documents for travel-related meetings; prepares expense reports.
• Orders and maintains office supplies as needed.
• May provide direct assistance to clients of Oswald Companies or carriers/service providers seeking information or adjustments in support of account needs.
• May coordinate charitable gifting or other involvement activities in support of client, non-profit, community or civic organizations.
• All other duties as assigned.

Other Duties and Responsibilities:

• Participates in proactive team efforts to achieve departmental and company goals. Complies with all safety policies, practices and procedures; reports all unsafe activities to supervisor and the Human Resource Department. Performs other duties as may be assigned.

What You'll Need:

• Associate degree in business from a four-year college or university and one to five years or more of related experience or the equivalent combination of education and experience.
• Prior Experience Specifically Required
• Demonstrated experience supporting a business manager or team required.
• Demonstrated experience holding a multi-tasking position required.

Who You Are:

• Exhibits executive presence and has strong rapport-building/interpersonal skills for positive interaction with customers and co-workers.
• Exercises sound judgment and exhibits a strong critical thought process to make good decisions, despite time constraints.
• Possess strong knowledge of Oswald's company culture, strategic alignments, and organizational awareness across departments.
• Possesses critical thinking skills to review project information.
• Able to work collaboratively with internal stakeholders, be a team player and exhibit a positive attitude
• Possesses strong oral and written skills and communicates effectively.
• Exhibits solid time management skills; able to work under pressure and meet deadlines and deliverables and is highly responsive to internal and external stakeholders' needs and requests.
• Demonstrates agility and is able to multi-task, as well as pivot to changing priorities, as circumstances warrant.
• Proficiency with Microsoft Office Suite.

Travel Expectations

• Light Travel (010%)
• Occasional local travel may be required for team meetings, training, or client visits.
• Minimal travel expected; primarily based in the office or remote.

Physical and Environmental Demands

This role involves typical duties performed in an office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. To request a disability-related reasonable accommodation to assist you in your job search, application, or interview process, please us at oswaldhr@oswaldcompanies.com to discuss your specific need.

• Physical Requirements : Primarily sedentary work involving sitting, typing, and handling office equipment. Occasional walking, standing, and lifting up to 10 pounds may be required.
• Manual Dexterity & Vision : Requires sufficient manual dexterity and visual acuity for computer use, data analysis, and document preparation.
• Work Environment : Standard indoor office setting with moderate noise levels and climate control.

Work Schedule & Hours

Full-time hours: Core business hours of Monday through Friday from 8:00 AM to 5:00 PM and/or occasional weekend hours totaling 40 or more hours per week; overtime payable. (FLSA Status: Non-Exempt)