Executive Assistant

FBMC was established to offer affordable protection to all employees. For over 40 years, we have worked to understand our clients’ needs. As innovators, we are committed to providing products that are both high quality and easy to use and understand.

SUMMARY

The Executive Assistant is a proactive problem solver with exceptional communication skills, strong organizational abilities, and meticulous attention to detail. This individual performs advanced administrative and project coordination duties while providing direct support to executive leadership. Because of the sensitive nature of the role, maintaining confidentiality and professionalism at all times is essential. The Executive Assistant is responsible for supporting the President, coordinating companywide administrative activities, ensuring compliance with licensing and appointments, and assisting with internal and external initiatives such as the Risky Benefits Podcast and corporate events.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Executive and Administrative Support
• Provides direct support to the President and executive leadership team.
• Prepares and compiles monthly C-Reports and other executive summaries.
• Drafts and edits documents including confidential correspondence, reports, memos, agendas, and emails.
• Schedules and manages meetings, appointments, and travel logistics for executives.
• Documents meeting minutes and distributes to appropriate parties.
• Collaborates with the President and Director of Operations on matters related to contracts, accounting, and other administrative needs.
• Manages gifts and incentives provided by the agency.
• Podcast and Marketing Coordination
• Assists in running and continuing to grow the Risky Benefits Podcast as part of FBMC’s marketing and brand engagement strategy.
• Coordinates with vendors and guests to schedule podcast recording sessions.
• Partners with the Marketing Department to align podcast production with broader content campaigns and release schedules.
• Utilizes the established podcast template to draft episode agendas and talking points for Rick Farris and invited guests.
• Ensures timely post-production follow-up, including promotional coordination and episode summaries.
• Sell advertising slots to vendors who participate in podcasts (commission based).
• Licensing and Carrier Appointments
• Works with Joann to maintain up-to-date state and carrier licenses and appointments for agency staff.
• Monitors renewal dates, application submissions, and carrier credentialing documentation.
• Maintains centralized logs of all agency licenses and appointments to ensure compliance with regulatory standards.
• Event and Meeting Planning
• Plans and coordinates internal and external company events, including executive and team meetings, offsite retreats, and training sessions.
• Secures hotel accommodations, dining arrangements, and team-building venues.
• Manages vendor relationships, budgets, and contracts related to event execution.
• Prepares meeting materials, itineraries, and post-event follow-up summaries.
• General Office Operations
• Completes departmental projects as assigned.
• Manages scheduling and coordination for continuing education courses.
• Performs other clerical and administrative duties as required to support organizational operations.

QUALIFICATIONS

Education: High school diploma or equivalent (GED) required; Associate’s or Bachelor’s degree preferred. Experience: Prior experience as an executive assistant, marketing coordinator, or project administrator preferred. Skills and Abilities: - Exceptional written and verbal communication skills. - Strong multitasking, prioritization, and follow-up abilities.

- Advanced proficiency in Microsoft Office Suite and scheduling platforms. - Familiarity with Salesforce or other CRM systems preferred. - Ability to handle confidential information with discretion and integrity. - Strong attention to detail, initiative, and ability to work independently.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The role is primarily office-based, with occasional travel required for meetings or events. The position requires the ability to sit for long periods, lift up to 25 pounds, and maintain attention to multiple concurrent tasks in a fast-paced environment.

BENEFITS

FBMC, a Leavitt Group affiliate, provides a competitive salary and benefits package, which includes a health plan, a 401(k) with company matching, and paid time off (including sick days and vacation time.) and a wellness Program.

At FBMC, our culture is centered on giving our best every day to help people solve problems, including supporting our employees. We offer leadership workshops and training seminars, host events to celebrate our achievements, and organize team competitions to foster

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