Office Manager / Executive Assistant

Rathbun Insurance is seeking an organized, proactive, and people-centered Office Manager/Executive Assistant to serve as a pivotal role within our agency. This position combines executive support, office management, and operational coordination to ensure the seamless functionality of our physical office, meetings, and leadership operations—while contributing to the overall efficiency and brand impact of the agency.

This role is ideal for someone who thrives in a dynamic environment, anticipates needs before they arise, and takes pride in creating structure, follow-through, and a welcoming experience for staff, clients, and partners alike.

Essential Duties and Responsibilities

·        Serve as the primary point of contact for visitors, warmly welcoming guests, and representing Rathbun Insurance professionally.

·        Maintain the cleanliness, organization, and overall functionality of the office.

·        Proactively identify, resolve, or escalate operational and facility needs (e.g., technology issues, building concerns).

·        Manage office supplies and inventory, ensuring timely replenishment and cost-effective ordering.

·        Identify opportunities to improve operational efficiency and support smooth day-to-day office operations.

·        Provide first-level support for onsite technology needs and coordinate with third-party managed services providers to resolve technical issues as needed.

Manage owner calendars, including scheduling meetings, coordinating logistics, and handling related communications.

Provide calendar coordination and meeting support for the Management Team and Sales Team as needed.

Prepare meeting materials, take accurate meeting notes/minutes, and track follow-ups to ensure accountability and task completion.

·        Handle sensitive and confidential information with professionalism, discretion, and sound judgment.

·        Support planning and execution of internal events (ie, potlucks, intern shadow days, etc.).

·        Assist with logistics for agency events, community initiatives, and special projects, ensuring alignment with Rathbun Insurance’s goals and values.

Qualifications

·        Some office, administrative, customer service, or organizational experience preferred (internships, part-time roles, or volunteer coordination experience welcome).

·        Strong organizational skills, attention to detail, and willingness to learn are essential.