What are the responsibilities and job description for the Senior Administrative Assistant position at Americo Financial Life and Annuity?
Job Summary
We are seeking a highly organized and proactive Administrative Assistant. In this role, you will serve as a trusted partner to the President and the VP of Sales & Distribution of Ozark National Life. You will work to anticipate needs, manage priorities, and ensure seamless day-to-day operations. The ideal candidate will demonstrate exceptional attention to detail, strong problem-solving skills, and the ability to communicate effectively with colleagues at all levels, as well as external vendors and partners. You will be responsible for coordinating schedules, booking travel for agents, facilitating meetings, preparing materials, and handling sensitive information with the utmost discretion and professionalism. Success in this role requires adaptability, sound judgment, and the ability to thrive in a fast-paced environment while balancing multiple priorities. This position will also plan and coordinate annual agent events and must be willing to travel for planning and week of coordination. If you are a skilled multitasker who takes pride in enabling executive and team success, we invite you to apply and join our dynamic organization.
This is role is 100% on-site.
Key Responsibilities
We are seeking a highly organized and proactive Administrative Assistant. In this role, you will serve as a trusted partner to the President and the VP of Sales & Distribution of Ozark National Life. You will work to anticipate needs, manage priorities, and ensure seamless day-to-day operations. The ideal candidate will demonstrate exceptional attention to detail, strong problem-solving skills, and the ability to communicate effectively with colleagues at all levels, as well as external vendors and partners. You will be responsible for coordinating schedules, booking travel for agents, facilitating meetings, preparing materials, and handling sensitive information with the utmost discretion and professionalism. Success in this role requires adaptability, sound judgment, and the ability to thrive in a fast-paced environment while balancing multiple priorities. This position will also plan and coordinate annual agent events and must be willing to travel for planning and week of coordination. If you are a skilled multitasker who takes pride in enabling executive and team success, we invite you to apply and join our dynamic organization.
This is role is 100% on-site.
Key Responsibilities
- Proactively manage and optimize the department executive's daily schedule, calendar, and meetings to ensure maximum productivity.
- Serve as the first point of contact for incoming calls and requests, prioritizing communications and responding accordingly.
- Coordinate and organize meetings, conference calls, and special events, including preparing agendas and materials.
- Oversee all travel arrangements, including booking flights, accommodations, and itineraries, while effectively managing last-minute changes for executives and agents.
- Draft and edit correspondence, reports, presentations, and communications for internal and external stakeholders.
- Plan and execute annual events for 80-100 people, including travel, airfare, hotels, daily itinerary line ups, and daily problem resolution and support.
- Maintain spreadsheets, documents, and PowerPoint presentations to support initiatives.
- Organize and manage department files and records for easy access and efficiency.
- Assist with special projects, purchasing, and provide administrative support as needed.
- 5 years of experience in an administrative support role
- Excellent communication skills – both written and verbal – with a professional and polished demeanor.
- Strong organizational and multitasking abilities, with a keen ability to prioritize and adapt to changing priorities.
- Strong event coordination skills, including coordinating high volume travel
- High level of discretion and confidentiality when handling sensitive information.
- Ability to work under pressure and meet tight deadlines in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- A proactive, problem-solving mindset with the ability to anticipate needs and take initiative.
- 4-year college degree preferred