Office Administrative Assistant

Althans Insurance Agency, Inc.; Chagrin Falls (OH); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Retirement plan contributions

Paid time off

Job summary

Althans Insurance Agency, Inc. in Chagrin Falls, OH is seeking an Executive Administrative Assistant to support the agency owner and manage daily office operations. This role requires keen organization, proactive problem solving, and clear communication with clients, carriers, and staff.

You will handle front desk duties, scheduling, correspondence, onboarding, events, and intranet updates, ensuring smooth office function and exceptional client service.

Qualifications

• Prior administrative experience preferred.
• Familiarity with insurance terminology is a plus.
• Ability to maintain confidentiality and discretion.
• Strong communication and organizational skills required.

Responsibilities

• Direct client calls and route to proper staff.
• Greet clients and carriers and guide them to conference rooms.
• Manage front desk operations and schedules.
• Assist onboarding of new hires and maintain office docs.
• Coordinate events, meetings, and staff trainings.

Skills

Administrative experience

Insurance terminology

Discretion & confidentiality

Independent work

Team player

Job description

Althans Insurance Agency, Inc. is a full-service insurance agency located in Chagrin Falls, OH. We represent approximately 50 different insurance companies, offering a wide range of insurance products and services to both businesses and individuals. Our specialties include Business Property Insurance, Casualty Insurance, Bonds, Group Health Insurance, Life Insurance, Retirement Plans, Home Insurance, and Auto Insurance. At Althans Insurance, you'll find a dedicated team focused on meeting the unique needs of our clients.

Summary

The Executive Administrative Assistant is an indispensable member of the Althans Insurance Agency team, providing high-level administrative support to the agency owner while ensuring the smooth functioning of the Chagrin Falls office. This role requires a combination of exceptional organizational skills, meticulous attention to detail, strong communication abilities, and a proactive approach to problem-solving.

Key Responsibilities

Front Desk Duties

• Directing client calls to proper individuals
• Greeting and directing clients and carriers to proper conference room
• Forwarding client and carrier emails appropriately
• Maintain office conference room schedules and update as needed
• Maintain updated employee information docs
• Maintain and update front desk manual and phone manual
• Maintain and update holiday checklist for early closings and holidays
• Check and record daily In/Out board activity
• Assist onboarding committee with new hires

Mail

• Process mail at EOD and deliver to the post office.
• Pick up PO Box mail at lunch, after distribution scan all required documents into ImageRight
• Process and distribute all outgoing UPS shipments
• Collect and distribute all income UPS packages
• Monitor postage meter supplies, postage updates, download postage $, and maintenance

Cleaning

• Clean and stock employee kitchen each day
• Keep basement storage closet organized and tidy
• Keep storage basement free of clutter, deep clean once per year
• Maintain and organize all office storage and supply closets
• Monitor and schedule all office cleaning with cleaning crew
• Schedule and organize all annual office deep cleaning
• Schedule and maintain water cooler maintenance contract
• Maintain a clean office space, ensuring the interior and exterior are presentable
• Schedule building maintenance with various companies

Supplies

• Maintain office supply closet, order supplies as needed from various sites
• Maintain kitchen supply closet, order supplies for kitchens as needed from various sites
• Maintain paper products and order supplies as needed
• Manage activity with printers – stationery, invoices, letterhead, envelopes, checks, business cards, labels, pamphlets, and marketing material.
• Purchasing candy and snacks for the office lobby
• Monitor all printers, change toner as needed, and order toner

Entertainment

• Organize the yearly 12 Days of Christmas event
• Organize monthly desert day for birthdays
• Setting up lunch/breakfast for internal training sessions/classes, and staff meetings
• Event planning, including summer food trucks, ice-cream, and other special events

Althans Website/Intranet

• Update and file data to the Althans Intranet
• Work with Alt-Media to add new material to the blog section of the website
• Assist staff with various tasks, such as printing jobs, binding renewals, etc.
• Assist in creating, planning, and following through with the remodeling of the office
• Purchase seasonal flowers and wreaths for the porch, and lobby
• Purchase flowers/donations and send staff announcement/cards for bereavement, and other occasions
• Order promotional items for shows
• Organize and oversee the removal of excess material from the building using an outside source
• Maintain company shredding removal service
• Monitor AED system and order supplies as needed

Additional Requirements

• Knowledge of insurance terminology and products is beneficial.
• Ability to maintain discretion and handle confidential information.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing priorities and deadlines.

Compensation and Benefits

• Competitive salary and benefits package, including health insurance, retirement plan contributions, and paid time off.