Administrative Assistant

Ryan Specialty, LLC; Richmond (VA); On-site; USD 42,000 - 52,000; Full time

Job summary

RT Specialty, a division of Ryan Specialty, is seeking a detail-oriented Administrative Assistant to join our Richmond office. The role handles high-volume calls, welcomes visitors, supports multiple departments, and ensures smooth daily operations in a fast-paced insurance office.

The position is fully onsite in Richmond, VA, five days a week with typical hours from 8:30 a.m. to 5:00 p.m., at 9020 Stony Point Parkway, Suite 450, Richmond, VA 23235.

Qualifications

• High school diploma or equivalent required.
• Minimum of 6 months of administrative/office support experience.
• Experience handling high-volume phone activity in a professional office.

Responsibilities

• Serve as primary contact for calls, visitors, clients, carriers and vendors.
• Manage high call volume and route to appropriate teams.
• Greet guests and maintain a welcoming office environment.
• Support multiple departments including Personal, Commercial, and Workers' Comp.
• Coordinate meeting logistics, room setup, and visitor/vendor scheduling.
• Monitor shared inboxes and maintain organized mail distribution.
• Scan, index, and file documents accurately in company systems.
• Maintain office supplies and assist with equipment troubleshooting.
• Enter and update information in agency management and document systems.
• Ensure confidentiality and data integrity across records.

Skills

Customer service

Communication

Multitasking

Organization

Microsoft Office

Education

High school diploma

Tools

AIM

ImageRight

Office suite (MS Office/Excel/Teams/Outlook)

Job description

RT Specialty, a division of Ryan Specialty, is a leading wholesale distributor of specialty insurance products and services. Our experienced brokers are specialized in property, casualty, professional lines, transportation and workers’ compensation, providing creative solutions to retail brokerage firms. We define ourselves through our superior execution on behalf of our clients, which has established us as a leader in the industry.

Position Summary

We are seeking a detail-oriented and customer-focused Administrative Assistant to join our Richmond office. As the first point of contact for clients, visitors, and business partners, this individual plays a critical role in creating a professional and welcoming office environment while supporting the daily operations of a fast-paced insurance office. The Administrative Assistant will manage high-volume phone traffic, greet visitors, coordinate office logistics, process mail, support multiple departments, and ensure office operations run smoothly. This role is ideal for someone who thrives in a busy environment, enjoys interacting with people, and can successfully manage multiple priorities while maintaining exceptional customer service.

This position is fully onsite in our Richmond, VA office, working five days per week in the office. Standard office hours are approximately 8:30 a.m. to 5:00 p.m., with some flexibility as needed. Our office location is: 9020 Stony Point Parkway Suite 450 Richmond, VA 23235.

Job Responsibilities

• Serve as the primary point of contact for incoming phone calls, visitors, clients, carriers, and vendors.
• Answer and route a high volume of incoming calls, averaging approximately 100-150 calls per day.
• Greet guests and visitors, ensuring a welcoming and professional experience.
• Support multiple departments within the office, including Personal Lines, Commercial Lines, and Workers' Compensation teams.
• Coordinate visitor and carrier meeting logistics, including conference room setup and preparation.
• Monitor and manage multiple shared email inboxes, ensuring timely responses and proper routing of requests.
• Process incoming and outgoing mail and maintain organized distribution procedures.
• Scan, index, and electronically file documents accurately within company systems.
• Assist with printer management, office equipment troubleshooting, and routine administrative support.
• Maintain inventory of office supplies and materials, placing orders as needed.
• Prepare meeting rooms and common areas for internal and external meetings.
• Perform filing, copying, printing, and document organization.
• Enter and update information within agency management and document management systems.
• Maintain accurate electronic and physical records while ensuring confidentiality and data integrity.
• Support additional administrative and operational projects as assigned.

What Success Looks Like

• Providing exceptional customer service to clients, visitors, and internal team members.
• Consistently managing high call volume with professionalism and accuracy.
• Maintaining organized and efficient office operations.
• Accurately processing mail, scanning, indexing, and document management tasks.
• Supporting multiple departments while effectively prioritizing competing requests.
• Demonstrating reliability, attention to detail, and strong organizational skills.
• Contributing to a positive and professional office environment.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 6 months of administrative, receptionist, customer service, or office support experience.
• Experience managing high-volume phone activity in a professional office environment.
• Strong customer service and communication skills.
• Ability to multitask and prioritize responsibilities in a fast-paced setting.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to work onsite five days per week in the Richmond office.

Preferred Qualifications

• Experience in an insurance agency, brokerage, or professional services environment.
• Experience supporting multiple departments or teams.
• Familiarity with insurance agency management systems and document management platforms.
• Experience using: AIM, ImageRight, Microsoft Office/Excel/Teams/Outlook.
• Experience handling document scanning, indexing, and records management.

Equal Opportunity Employer

Ryan Specialty is an Equal Opportunity Employer. We are committed to building and sustaining a diverse workforce throughout the organization. Our vision is an inclusive and equitable workplace where all employees are valued for and evaluated on their performance and contributions. Differences in race, creed, color, religious beliefs, physical or mental capabilities, gender identity or expression, sexual orientation, and many other characteristics bring together varied perspectives and add value to the service we provide our clients, trading partners, and communities.

This policy extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, discipline, firing, promoting, transferring, compensation, benefits, training, leaves of absence, and other terms, conditions, and benefits of employment.

How We Support Our Teammates

Ryan Specialty seeks to offer our employees a comprehensive and best-in-class benefits package that helps them — and their family members — achieve their physical, financial, and emotional well-being goals. In addition to paid time off for company holidays, vacation, sick and personal days, Ryan offers paid parental leave, mental health services and more.

Compensation and Benefits

The target hourly rate range for this position is $20.00 - $25.00 per hour. The wage range for this role considers many factors, such as training, transferable skills, work experience, licensure and certification, business needs, and market demands. The pay range is subject to change and may be modified in the future. Full-time roles are eligible for bonuses and benefits. For additional information on Ryan Specialty Total Rewards, visit https://benefits.ryansg.com/.

Accommodations

We provide individuals with disabilities reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment in accordance with applicable law. Please contact us to request an accommodation at [e-mail]

Agency Policy

Ryan Specialty, LLC and its affiliates (“Ryan Specialty”) do not accept unsolicited resumes or candidate profiles submitted by any staffing agencies, placement services or professional recruiters (“Agencies”), including any submissions made through our website or to email accounts of Ryan Specialty employees. Agencies must be registered in Ryan Specialty’s agency portal and have a fully executed contract for service between the Agency and the Agency. Agency fee agreements will only be valid if provided in such fully executed contract between Ryan Specialty and the Agency. Any unsolicited resume or candidate profile received from an Agency without prior approval from Ryan Specialty’s HR department and in compliance with Ryan Specialty’s candidate submission process shall be considered unsolicited, gratuitous and property of Ryan Specialty for recruiting purposes and, as such, is not subject to payment of any Agency fees.

Company Highlights

A multi-time winner of Newsweek’s Most Loved Workplaces and Insurance Business’s Top Insurance Employers, Ryan Specialty is home to some of the brightest talent in the insurance industry. Join our team and help provide innovative solutions for insurance brokers, agents and carriers.