Executive Assistant and Office Manager - Employee Benefits International

Joining Our Team:

Employee Benefits International is an insurance brokerage and consulting firm where employees enjoy working in an environment that strikes the perfect balance between working autonomously but also within a friendly and collaborative environment.

We are boutique in size, which means every team member has the opportunity to make an indelible impact on the company.

We have structured 30-day check-ins with each team member to provide accolades for achievements and an opportunity for feedback from you on where you may need more training.

In addition to monthly team lunches, we also have quarterly team outings that range from quirky (bowling, escape rooms) to community outreach and giving-back campaigns.

Rock stars see quick and meaningful advancement and we willingly invest with career development of our employees.

Position Overview: The Office Manager and Executive Assistant at EBI provides direct support to the CEO. This individual is required to be a highly efficient and organized person with strong typing, communication, and interpersonal skills. The ability to work with others while independently managing and prioritizing the workload is a critical aspect of this position. Analytical and project management skills are also essential.

This is an on-site position.

SUMMARY: This position oversees the administrative support for the company operations and provides general support to the Office Staff and is the Executive Assistant to the CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, individual must be able to perform each essential duty satisfactorily.

Executive Assistant to CEO:

• Provide general support, oversee calendar management, coordinate meetings, monitor phone calls
• Oversee the management of receipts & records
• Plan events and travel
• Professionally interact with others on the CEO's behalf
• Prepare, edit, and proof documents, presentations, and publications

Assist Chief of Staff:

• Download, file, and scan monthly carrier commission statements, data entry of commission in the system, commission tracking & reporting as needed
• Monitor credit card transactions and reconcile receipts
• Routine updates in the CRM system
• Assists with SmartSheet builds and maintenance
• Performs Accounting Management

Office Manager/General Office Duties:

• Oversees and manages the following: Greet visitors, determine their needs, confirms appointments, and direct them to the proper person or office
• Answer phones & relay calls, maintain the company phone system
• Oversees the Review and routing of incoming and outgoing mail; oversees and manages the Preparation, sending, and tracking of outgoing and incoming shipments.
• Review inbound virtual faxes and route them to appropriate staff members, send outgoing faxes
• Ensures the kitchen, copy/supply room, and conference rooms are clean, stocked, and in orderly condition
• and order Ensures that the marketing supplies are monitored and maintained.

Oversees and ensures that the following are being conducted:

• Boardroom set-up for meetings
• Track and order office equipment and supplies
• Liaison for facility relations; internet, copy machine, kitchen/office supplies, building maintenance, shredding, conference line service, etc.
• Prepare printed materials for internal/external presentations and meetings as requested.
• Assist with carrier licensing and appointments as needed
• Coordinate client holiday gifts
• Track and Renew licensing for various states on an annual basis
• Edit and brand PDF files for distribution
• Assist with team projects, documents, editing, etc. as needed
• Monitor all company email boxes and route or take action as needed
• Provide support as needed to VP of Sales & Operations and other staff as needed
• Monitor & maintain laptops/computer equipment and ensure equipment agreements are signed and on file
• Assist in monitoring workflows in Smartsheet
• Assist in maintaining website blog pages
• Assist with Marketing, Social Media posts, and media/thought leadership for CEO
• All other projects or tasks as assigned

KNOWLEDGE, SKILLS, AND/OR ABILITIES:

• Excellent interpersonal skills; ability to interact well with internal and external customers, and vendors
• Ability to problem solve and complete tasks with little guidance or direction
• Working knowledge of Smartsheet is a plus
• Strong organizational skills and ability to prioritize tasks
• Attention to detail
• Ability to multi-task and adjust to changing priorities in a fast-paced environment
• Strong Typing skills
• Ability to maintain strict confidentiality concerning work performed
• Proficiency with office equipment, such as copiers, binding machines, and postage machines
• Ability to anticipate and meet deadlines
• Excellent Microsoft Office, Word, and Excel skills; QuickBooks proficiency preferred; Proficiency with Internet software and ability to research and retrieve information quickly
• Understanding of departments, Company, and team's role in the organization

SUPERVISORY RESPONSIBILITIES: Yes

EDUCATION AND/OR EXPERIENCE:

• 2 years of experience in a supportive role in an office environment preferred
• Bachelor's degree or equivalent industry-related experience required

CERTIFICATES, LICENSES, REGISTRATION: Driver's License

PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit at a computer for long periods, type, and use a telephone frequently
• Standing, walking, talking, hearing, sitting, reaching
• Lift up to 25 lbs. occasionally; lift up to 10 lbs. regularly

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EBI CORE VALUES

THIRST FOR GROWTH

WE CONTINUOUSLY EXPAND OUR KNOWLEDGE AND SKILLSET, TO SERVE OUR CLIENTS BETTER AND BE BETTER TEAM MEMBERS

EDUCATE TRANSPARENTLY

WE TRANSFER KNOWLEDGE, SHARE OUR INSIGHTS, AND EDUCATE OTHERS TO HELP THEM REDUCE COSTS AND IMPROVE LIVES.

RELENTLESSLY PURSUE SOLUTIONS

WE BREAK THE MOLD TO MAKE THINGS BETTER AND DISCOVER NEW OPPORTUNITIES THAT OTHERS DON'T KNOW ABOUT

SUPPORT EACH OTHER SUCCESS

WE ALIGN OUR VALUES AND GOALS WITH THAT OF OUR TEAM AND OUR CLIENTS. WE'RE WILLING TO MAKE A SACRIFICE FOR SOMEONE ELSE AND WE ARE NOT THREATENED WHEN OTHERS HELP US

COMMUNICATE GENUINELY

WE COMMUNICATE TO AND ABOUT OTHERS WITH AUTHENTICITY, INTEGRITY, AND COMPASSION