What are the responsibilities and job description for the Administrative Assistant position at John Wickhem Agency?
Company Description The John Wickhem Agency, founded in 1985 by John B. and Donna Wickhem and now including a second generation of the family, provides a full range of personal and commercial property insurance products along with select financial offerings. As a Trusted Choice Independent Insurance Agent, the agency partners with a carefully chosen group of financially sound, reputable companies to tailor coverage to each client’s needs and budget. The firm serves more than 1,500 individuals and families and over 300 businesses across southern Wisconsin and northern Illinois. The agency’s growth is driven largely by referrals from satisfied customers, reflecting its emphasis on service, trust, and long-term relationships. Team members join a locally rooted business that values professionalism, responsiveness, and community connections.
Role Description The Administrative Assistant is a full-time, on-site role based in Janesville, WI. This position supports daily office operations by managing incoming calls, greeting visitors, scheduling appointments, and handling correspondence. The role includes organizing client files, processing routine paperwork, maintaining accurate records in agency systems, and assisting with data entry for insurance policies and financial products. The Administrative Assistant coordinates with agents and staff to prepare documents, assemble client materials, and ensure timely follow-up on inquiries. This position also helps with general clerical tasks, light office reporting, and other administrative projects to support efficient agency workflows and a positive client experience.
Qualifications
- Strong Administrative Assistance and Clerical Skills, including organizing records, managing calendars, and handling office documentation.
- Professional Phone Etiquette and Communication skills for interacting with clients, carriers, and colleagues in a clear, courteous manner.
- Experience with Executive Administrative Assistance or supporting leadership, such as preparing reports and coordinating schedules.
- Proficiency with office software (e.g., Microsoft Office or similar tools) and comfort learning insurance or CRM systems.
- Detail-oriented approach with reliable follow-through, time management, and ability to prioritize multiple tasks.
- High school diploma or equivalent required; additional education or administrative training is beneficial.
- Prior experience in an office, customer service, or insurance setting is a plus but not mandatory.