Executive Assistant

Position Purpose:

Administers and manages all corporate records, legal filings and contracts for the organization, as well as all aspects of NICB governance process, including supporting the Annual Meeting of NICB Members, meetings with the Board of Governors, and managing all communications and records. Coordinates and manages logistics of NICB’s National Conference of Insurance Crime Attorneys. Provides administrative support to all Law & Policy Department staff and ensures that project deadlines are tracked and met.

Work Arrangement and Description:

This is a hybrid position and the Reporting Location is NICB Headquarters (Oak Brook, IL). The individual will be provided with the privilege and flexibility to work away from NICB Headquarters, but will be required to report periodically in-person based upon business needs, subject to the discretion of their supervisor, and in compliance with NICB's rules and procedures.

Competencies/Duties:

• Administers, manages, and maintains all corporate records, legal fillings, and contracts including but not limited to state annual reports, state licenses, vehicle insurance policies, and legal responses to annual audits. Coordinates with stakeholders and manages deadline and timing requirements.
• Administers and manages all communications notifications, filings, documents, and records associated with NICB’s Annual Meeting of the Members, Board of Governors meetings, and Board of Governors Committee meetings, including taking minutes of all meetings. Coordinates activities with stakeholders.
• Coordinates and manages all activities and logistics associated with NICB’s National Conference of Insurance Crime Attorneys, including managing CLE accreditation and facilitating submission of individual participants to fulfill requirements; and coordinating accommodations, transportation, meals, and social events.
• Develops and maintains dynamic calendar of significant Law and Policy dates, events, deadlines, and milestones, communicating assignment deadlines and suspense dates and following up as necessary.
• Tracks and processes outside counsel invoices.
• Manages departmental mail and inventory as needed.
• Performs other duties as assigned.

Position Requirements/Abilities:

• Excellent organization skills
• Strong attention to detail
• Works proactively and independently
• Maintains confidentiality and discretion in handling sensitive matters
• Excellent written and verbal communication skills
• Ability to build rapport with colleagues across the organization, including at the Executive level and with Executive-level Board Members
• May be required to work overtime as approved

Education, Work Experience, Licensure:

• Experience in an administrative role supporting senior level executives required
• Excellent typing speed and accuracy (60 wpm)
• Strong proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
• Experience working in a legal setting preferred
• Legal assistant certificate or associate’s degree preferred
• Experience with document organization software preferred
• Speed writing, shorthand or court reporting
• Notary preferred

Supervisory Responsibilities:

This position has no direct reports.

Contacts:

All levels of employees within NICB, member companies, including Board members, and outside counsel.

Environment/Physical Demands:

• Limited overnight travel
• Normal office conditions

Salary Range and Statement:

This is a nonexempt position and the hourly rate range is $25.42 to $31.41 per hour which calculates to $49,572 to $61,251 annually. Please keep in mind that this range represents the pay range for all positions in the job grade within which this position falls. The actual salary offer will take into account a wide range of factors including the specific requirements for this position, the candidate's geographic location, job-related skills, experience, and relevant education or training. NICB HR can share more about the specific salary range for your geographic location during the hiring process.

Benefits:

Our benefits are unparalleled! NICB offers employees a comprehensive benefits package, an attractive 401(k) plan and generous paid time off. For more information, visit https://www.nicb.org/about-nicb/careers.

The NICB is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: NICB is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the NICB are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate.