Office Administrator

Summary

Own the details, shape the experience, and keep our workplace running at its best. As the Office Administrator, you’ll be the central point of coordination, keeping daily functions running smoothly while supporting leaders. You’ll create a welcoming environment, manage facilities and vendors, and partner with teams to ensure seamless support. Beyond operations, you’ll manage calendars, prepare materials, coordinate travel, and oversee budgets to keep leadership focused on what matters most. This role blends office management, executive support, and cross-functional collaboration, making you a key partner in driving productivity and creating an outstanding experience. With your organizational skills and proactive mindset, you’ll keep our workplace at its best every day.

Why Jewelers Mutual

Since 1913 we’ve been committed to supporting the Jewelry industry and putting customers at the center of everything we do. With over a century of trusted expertise, we’re financially strong, forward-thinking, and driven by curiosity. Guided by our core values of Agility, Accountability, and Relevancy, we lead through innovation.

As a technology focused organization, we embrace cutting-edge tools and data-driven insights to continuously improve our products, services, and customer experience. Our mission is to be the industry’s most trusted advisor by investing in our people, adopting new technologies, and striving for excellence.

We’re dedicated to fostering growth through collaboration, powered by bold thinking, teamwork, and the passion of our people.

Here, you’ll:

• Move fast and embrace change
• Always look for better ways
• Grow, thrive, and help shape what’s next

Join us and be part of a culture where you can make an impact while building your future.

What You'll Do:

Office Management

• This role oversees a wide range of responsibilities, from routine office support and supply management to coordinating with vendors and addressing broader facility and operational needs.
• Act as the primary point of contact for the Miami office's building and facilities management, ensuring all local office needs are met efficiently. This role also provides remote support for operational and facility-related needs at other Jewelers Mutual locations.
• Greet guests and manage incoming calls with a professional and friendly demeanor.
• Work with IT and Human Resources to coordinate technology and workspace needs for new hires and exiting employees.
• Arrange logistics, including catering and technology, for in-house meetings and company events.
• Collaborate with Strategic Sourcing and Legal Department personnel to initiate, manage, and assist with renewals for contracts, and service level agreements.

Administrative Support

• Demonstrate strong cross-functional collaboration to effectively support leaders, maintaining the highest standard of confidentiality and discretion.
• Coordinate calendars and scheduling requests to arrange productive in-person and virtual meetings.
• Create agendas, prepare materials, capture and distribute meeting minutes and follow-up tasks.
• Develop correspondence, spreadsheets, reports, and presentations using advanced features in the Microsoft Office Suite and other relevant software.
• Arrange travel reservations, analyzing multiple options to ensure cost-effectiveness while meeting the needs of the travelers.
• Code and submit expenses and invoices to the appropriate business areas and regularly report on budget variances.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What You'll Bring:

• An associate's or bachelor's degree is preferred.
• A minimum of three years of experience is required in an administrative assistant, office manager, or similar role, with a focus on providing support to an office and business leaders.
• Demonstrated experience in office coordination or facilities management is highly desired.
• Industry experience in insurance, retail, or jewelry is a plus, but not required.
• Proficiency is needed in common software applications, including MS Office Suite, Outlook, and SharePoint.
• Strong communication and interpersonal skills are essential for interacting with leaders, employees, vendors, and visitors.
• The ability to maintain confidentiality and professionalism is critical.
• A positive attitude and professional discretion are necessary to create and maintain effective relationships with a wide range of stakeholders at all levels of the organization.
• The ideal candidate will be a proactive problem-solver, capable of identifying issues and implementing solutions independently.

What We Offer You:

• Competitive Compensation & Benefits: Includes performance bonuses, generous paid time off, and a top-tier retirement program with 401(k) matching and additional company contributions.
• Collaborative Culture: Work alongside talented, passionate peers who value ownership and continuous learning.
• Community & Giving: Benefit from 50% charitable gift matching and paid volunteer time to support nonprofit causes
• Great Place to Work® Certified: Join a team recognized for an environment of innovation and growth.

Accessibility and Accommodations
We are committed to providing an inclusive and accessible recruitment process. If you require accommodation at any stage of the application or interview process, please let us know by contacting jmrecruiting@jminsure.com.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.