Administrative Assistant III

Tokio Marine HCC International; Plano, Northern (TX, KY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

U.S. Specialty Insurance Company in Plano, TX is seeking an Executive Assistant to serve as the right-hand partner to our President, providing administrative and secretarial support and acting as a strategic gatekeeper.

Under general supervision, you will manage calendars, coordinate travel, prepare reports, and handle confidential communications, ensuring leadership alignment and smooth daily operations. This role demands strong organizational skills, discretion, and the ability to multitask in

Qualifications

• High school diploma or GED required.
• 5+ years of administrative support experience.
• Strong written and verbal communication with emphasis on confidentiality and diplomacy.
• Advanced organizational and analytical skills; ability to manage multiple tasks.

Responsibilities

• Manage and process department documents, memos, reports, and presentations.
• Enter data into spreadsheets, databases, or other systems.
• Coordinate schedules, agendas, and appointments for the department.
• Answer phones, route calls, and take messages.
• Order office supplies and maintain inventory for the department.
• Oversee mail distribution and filing systems; coordinate travel as directed.

Skills

Communication

Organization

Confidentiality

Multitasking

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Are you a high-energy organizational mastermind who thrives in a support role helping a great company succeed? U.S. Specialty Insurance Company is looking for a dynamic Executive Assistant to serve as the right-hand partner to our President. In this crucial role, you will do much more than manage a calendar; you will act as a vital liaison and strategic gatekeeper, driving daily operations and keeping our leadership team perfectly aligned. If you are a proactive problem solver with a passion for executive support and a desire to make a visible impact every day, we want you on our team!

Job Summary

Under general supervision, provides a wide variety of administrative and secretarial support for assigned department or work unit. Administers programs, projects, and/or processes specific to the department. May assist in the preparation and control of departmental records and reports regarding operations.

Key Responsibilities

• Perform word processing duties for the department that may include the creation of memos, correspondence, reports, and presentations.
• Input data into spreadsheets, databases, or other departmental systems.
• Coordinate department schedules including establishing agendas and managing appointments.
• Answer phones, forward calls, and take messages.
• Order office supplies and maintain supply stock for department.
• Oversee incoming and outgoing mail distribution.
• Coordinate department meetings; arrange use of conference rooms.
• Serve as a contact for both internal and external clients.
• Maintain departmental files and may coordinate off-site storage.
• May arrange and coordinate business travel as directed by management.

Qualifications

• High school diploma or GED
• 5 years relevant administrative support experience
• Possess and have ability to apply knowledge of principles, practices, and procedures
• Solid written and verbal communication skills with an emphasis on confidentiality, tact, and diplomacy
• Advanced organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously
• Intermediate proficiency and experience using Microsoft Office package (Excel, Access, PowerPoint, Word)

Working Conditions

Because the Company has designated this as a cash-sensitive position, in addition to a criminal background check, a credit check is also required before any individual starts in this position. Employees in this position will also need to complete the background check process on an annual basis. All such checks referenced in the foregoing shall be completed in accordance with the Fair Credit Reporting Act and other applicable laws.

Your success is our priority. In a world that is rapidly changing, TMHCC enables you to take on opportunities with confidence.

At Tokio Marine HCC, we pride ourselves on hiring the smartest, most conscientious people, who want to make a difference no matter their background.

And then we give them the support and trust they need.

We’re always looking for curious, creative transformative thinkers who want to change the status quo and have a passion for doing the right thing.

If this is you, then we want you on our team.