The National Association of Mutual Insurance Companies (NAMIC) has a full-time opportunity for an Executive Assistant at our Indianapolis, IN location. This position performs executive and administrative support for the SVP of our Education, Events, and Association Services department.

Responsibilities for this position include, but aren’t limited to:

Governance Administration

• Schedules board & committee meetings for the Association Services department. This includes tracking attendance and monitoring for quorum participation.

• Completes formal notetaking for association client boards and committee members.

• Manages files and updates rosters.

• Manages board governance calendar.

• Compiles board and committee meeting materials. This includes advance communication with internal departments to request, collect, and format materials in a timely manner.

• Completes annual filing.

Administrative

• Manages calendar and books travel for SVP - Events, Education, & Association Services.

• Creates expense management reports to support SVP and Director level staff.

• Processes invoices weekly.

• Assists in the planning and coordination of department related activities as directed by SVP.

• Processes department mail.

Event Support

• Supports miscellaneous event-related projects as needed. This includes but is not limited to researching event-related needs such as supplies, speakers, activities, décor, etc.

• Assists with various event related tasks such as packing/shipping event items, organizing badges, cross-checking materials (i.e. BEOs and event documents), etc.

• Coordinates team activities and site visit agendas.

• Oversees event supply closet and places orders for supplies as needed.

Client/Customer Care

• Serves as a point of contact for association clients.

• Takes detailed notes for SVP during customer interactions.

• Assists with follow-up projects/communications to next steps with team.

• Manages master client project calendars including annual renewal on Statements of Work and Master Relationship Agreements.

Qualifications include:

• At least 4 years of successful administrative or customer service-related experience required.

• College degree preferred.

• Demonstrated ability to proofread and edit communications.

• Experience with Microsoft Office products including prior use of Outlook for scheduling, PowerPoint for presentations, and Excel for budgeting.

• Ability to handle confidential material in a professional manner.

• Ability to manage multiple tasks in a fast-paced environment and adapt to changes in priority.

• A customer service focus for both internal team members and external facing clients.

• Must be available for overnight travel by car and air approximately four times per year for approximately four days at a time., including the occasional weekend night. This may include independent travel that requires driving and navigating within city, highway, and rural settings.

• Must be able to lift a minimum of 25 pounds, bend to the floor, reach above one’s head, and perform the occasional physical labor associated with event preparation.

• Ability to successfully pass a criminal background and MVR check.

NAMIC is proud to have been selected as one of the Best Places to Work! We offer an excellent compensation and benefits package with this full-time position. Benefits include access to group medical, dental and vision; a matched 401(k) plan; one paid day each year to volunteer with the charity of your choice; generous paid vacation; and more! We have a friendly yet professional work atmosphere where everyone enjoys working hard for the good of our members.

NAMIC is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected status.