Administrative Assistant

OneDigital; Franklin (TN); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Learning and development

Job summary

OneDigital is seeking an Administrative Assistant to support general administrative duties and daily office operations in Franklin, TN. The role requires a flexible, can-do attitude to thrive in a fast-paced environment with a focus on client, vendor, and staff coordination.

Key responsibilities include reception, facilities management, conference room coordination, mail/shipping, CRM data upkeep, and marketing support.

Qualifications

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• Exceptional organizational skills.
• Ability to work well in a team.
• Capable of working independently.
• Ability to manage multiple priorities.
• Able to maintain confidentiality.

Responsibilities

• Reception & Visitor Experience: warmly answer calls and direct them; welcome visitors, clients, prospects, and vendors.
• Office & Facilities Management: contact building management; maintain clean, organized shared spaces; manage kitchen, office equipment, and supplies.
• Conference Room & Event Coordination: schedule rooms, set up/cleanup, arrange food; assist with on-site and off-site events.
• Mail & Shipping: handle incoming/outgoing mail, act as primary receiving/shipping coordinator with carriers.
• Administrative Support: create client checklists; maintain CRM data hygiene and end-user support; pull carrier reports.
• Marketing Support: coordinate logistics for client gifting campaigns and collateral availability.
• Culture & Events: champion company culture and plan internal staff events and recognition initiatives.

Skills

Communication skills

Interpersonal skills

Organizational skills

Team player

Independent work

Multitasking

Confidentiality

Job description

Employee Benefits is the core of our business and at our heart we are a people-focused organization. Every day, we help over 100,000 employers give their employees peace of mind by providing health, pharmacy, long and short-term disability, vision, dental and other insurance solutions. What makes us unique is that we can surround our clients with more services and more technology-based tools and a team of advisors that simply cares more than anyone else. If you want a career giving people the reassurance that they can have access to the health care they need for themselves and their loved ones, join OneDigital.

Our Newest Opportunity: Summary: The Administrative Assistant will assist with general administrative duties and day-to-day office operations. There will be a range of key responsibilities, so this is a great role for those who are flexible, have a “can-do” attitude, and who thrive in a fast-paced environment

Essential Duties and Responsibilities:

Reception & Visitor Experience

• Warmly answer and appropriately direct all incoming telephone calls
• Welcome and assist visitors, clients, prospects, and vendors upon arrival

Office & Facilities Management

• Serve as the primary point of contact with building management, resolving issues related to maintenance, parking, power outages, security, and trash removal
• Ensure all shared spaces remain clean, organized, and presentable — including conference rooms, supply closets, hoteling offices, and break rooms
• Prep and maintain the kitchen daily by monitoring snacks, beverages, dishwasher, and coffee machine
• Assist in maintaining all office equipment (copiers, shredders, etc.) and coordinate with vendors as needed
• Order and maintain office supplies, including paper, toner, and kitchen supplies
• Submit IT service tickets and assist with issues affecting individual team members or the broader office

Conference Room & Event Coordination

• Coordinate conference room scheduling; assist with setup, cleanup, and food selection/ordering for meetings
• Assist with planning and day-of logistics for on- and off-site events
• Coordinate client and prospect gifting campaigns (birthdays, holidays, bereavement, and special occasions)

Mail & Shipping

• Manage all incoming and outgoing mail and packages, delivering to team members as needed
• Serve as the primary receiving and outbound coordinator for USPS, UPS, and FedEx
• Scan and send documents to the corporate office as needed

Administrative Support

• Create and update client checklists
• Serves as a CRM superuser with deep platform expertise, including data hygiene and end-user support.
• Update the CRM with policies, renewal dates, participants, premiums, projections, and documents
• Pull reports from carrier websites as needed
• Print and bind client presentations as needed
• Train staff on office equipment as needed
• Complete additional administrative projects as assigned by the management team

Marketing Support

• Coordinate logistics for client and prospect gifting campaigns and events
• Collaborate with the Marketing Manager to ensure onsite availability of required marketing materials and collateral

Culture & Events

• Serve as a culture champion, ensuring daily operations and office procedures align with OneDigital's cultural values
• Plan and communicate internal staff events and employee recognition initiatives
• Implement national OneDigital employee programs and events

Qualifications, Skills and Requirements:

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality

Education, Training and Experience:

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality

Your base pay is dependent upon your skills, education, qualifications, professional experience, and location. In addition to base pay, some roles are eligible for variable compensation, commission, and/or annual bonus based on your individual performance and/or the company’s performance.

We also offer eligible employees health, wellbeing, retirement, and other financial benefits, paid time off, overtime pay for non-exempt employees, and robust learning and development programs. You will receive reimbursement of job-related expenses per the company policy and may receive employee perks and discounts.

OneDigital is an equal opportunity employer. Not only as a matter of standard, but to honor and celebrate our differences. We believe that the power of ONE starts with you. We are committed to cultivating and preserving a culture that celebrates diversity, insists on equity and inclusion, and connects us. Ensuring our people feel seen, valued, respected, and supported is fundamental to our core values and business goals.

OneDigital provides equal employment opportunities to all employees and applicants for employment regardless of their: veteran status, uniformed servicemember status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy (including childbirth, lactation and related medical conditions), national origin or ancestry, citizenship or immigration status, physical or mental disability, genetic information (including testing and characteristics) or any other category protected by federal, state or local law (collectively, “protected characteristics”).

Pursuant to local Fair Chance Ordinances, we will consider qualified applications with arrest or conviction records for employment. For applicable candidates, the following ordinances are linked here to inform you of your rights as an applicant: City and County of San Francsico City of Los Angeles County of Los Angeles Employment decisions shall comply with all other applicable federal, state and city/county laws prohibiting discrimination in employment.

OneDigital complies with all criminal history inquiry [or ‘ban the box’] laws in California, Connecticut, Colorado, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New Mexico, Oregon, Rhode Island, Vermont and Washington. In short, we believe in hiring the most qualified applicant for the position, regardless of background.

If you have questions about our hiring policies and practices, we would be happy to discuss upon receiving your application. We hope to welcome you to OneDigital and look forward to hearing from you.

OneDigital understands the immense responsibility and opportunities provided by Artificial Intelligence. We utilize advanced Artificial Intelligence [AI] technologies to enhance our recruitment process. This includes using AI to filter candidates based on their qualifications and to rediscover potential candidates from our existing applicant pool. Our AI systems help us efficiently identify the best fit for our open positions, ensuring a streamlined and effective hiring experience. However, AI does not replace the humans in our process. If you have concerns about our use of AI, you may opt out where laws allow. Thank you for your interest in joining the OneDigital team!

OneDigitalis a growing organization of caring, collaborative, and driven professionals who have dedicated their careers toimproving the lives of millions of people every day. We arein the people business. We offer employers and individuals insurance, financial services and HR consulting services, which improve the wellbeing, health and financial security of people across the US. Learn More At OneDigital, our promise is to help you do your best work and live your best life. Working at OneDigital is more than a career,it isa calling to serve. It is "a career of consequence." We set the bar high and the pace fast. We value growth and learning and always make time to celebrate our successes. We have each other's back and usewords like love and family in the same sentence with achievement and accountability. Join the OneDigital Professional Network We believe in living with purpose and thriving both as individuals and as communities. We call this "walking the talk", and it’s why we offerthe same total-wellbeingbenefits to our people as we do our clients. It also means feeling safe to speak up, being seen and respected for who you truly are, and being cared for by your leaders and team members.

Learn more: Diversity, Equity, Inclusion, and Belonging at OneDigital Careers at OneDigital Culture at OneDigital