Administrative Assistant | Commercial Lines & Surety

Join an independent agency dedicated to remaining independent, recognized for its culture, industry expertise, and services with numerous awards and honors.

About the Role

The Commercial Lines Administrative Assistant provides support to the Department Leadership and Surety Teams. This role assists with scheduling, organizing information, preparing meeting materials, and tracking tasks for our Commercial Lines management team. The role also assists the Surety Account Managers with processing bonds, invoicing, and updating client files. The position involves multifaceted clerical and administrative tasks in a high-volume, deadline-driven environment. Strong comfort with technology, attention to detail, and a willingness to learn are essential. This is an opportunity to build skills, contribute to multiple teams, and develop professionally within our agency.

Responsibilities

• Commercial Lines Leadership Team
  • Provide administrative support while maintaining confidentiality and ensuring timely follow-through on assigned tasks.
  • Coordinate scheduling and calendar updates, prepare meeting materials and agendas, organize and distribute reports, and track follow-up tasks.
  • Coordinate communication with outside vendors, carriers, and partners.
  • Attend select meetings to take notes, summarize discussion points, and record action items in Asana or other tracking tools.
  • Track and follow up on pending communications, management routines, and other time-sensitive tasks.
  • Prepare and maintain workload reports, carrier performance reports, and other tracking documents.
• Surety Team
  • Provide quality internal & external customer service to peers, clients, and insurance/surety carriers to maintain relationships.
  • Manage expectations with friendly, timely, and clear professional communication.
  • Execute Surety service requests such as:
    • Payment/billing research
    • Assist with renewal bonds and continuation certificates
    • Assist with new bond requests
    • Answer simple bond questions with clients (e.g., limit amount and bond purpose)
  • Organize and attach mail and other client-related documents to our internal management system.

Requirements

• You take pride in bringing a professional demeanor, positive work ethic, and excellent communication skills to the task at hand.
• You are highly organized.
• You effectively use innate critical thinking, analytical skills, and good judgment.
• You apply strong attention to detail using problem-solving skills, while remaining flexible and recognizing urgent needs.

Qualifications

• 1+ years of administrative or office experience.
• Working experience with Microsoft Office Suite (Outlook, Word, PowerPoint) and proficiency in Excel using basic formulas and formatting.
• Ability to learn new tools and systems, including Asana and our agency management system, Applied Epic.
• Ability to organize information, track tasks, and prepare simple reports.
• Notary License obtained within one year of employment (employer sponsored).

Benefits

• Medical, Dental, Vision Insurance plans (we cover 98% of the premiums for most individual plans).
• Free Employee Assistance Program.
• Paid Holidays, Paid Sick Time, and Flexible Vacation Time.
• Paid Parental Benefits.
• Disability and Life Insurance.
• 401(k) with 50% match.
• Flexible Spending Plan (FSA) and Health Savings Account (HSA).

Pay

$23.50–$28/hour depending on experience.