Operations Assistant

About the Role

This position provides a wide variety of administrative support and project assistance for the Human Resources and Marketing departments. Responsibilities include preparing routine and advanced correspondence, managing mail distribution, and assisting with Marketing tasks such as social media content creation.

Responsibilities

• Provide administrative support to Human Resources, Marketing, and Executive management on operational tasks and initiatives.
• Manage all vendor contracts and assist with administrative functions required for compliance and regulatory filings.
• Assist with internal corporate communications.
• Coordinate and manage administrative tasks for board meetings, staff meetings, and company functions.
• Proactively manage the corporate calendar.
• Support organizational functions with special projects as needed.
• Assist the executive management team with corporate expenses.
• Manage and prioritize incoming and outgoing mail for the company.
• Ensure operation of equipment by completing service calls for repairs and helpdesk tickets.
• Manage current inventory of office supplies and order supplies as needed.
• Receive, sort, and distribute mail.
• Assist management with the promotion, planning, and development of corporate cultural initiatives/activities.
• Assist with the search for Agent, Branch, and Agent licenses on multiple websites.
• Perform system administrator duties for WC Management software and SalesForce.com.
• Assist with the review of annual company appointment renewals.
• Support marketing activities including events and marketing materials, including organizing and shipment of items.
• Assist with social media posts to support organizational marketing events.

Requirements

• Bachelor’s or Associate-level degree preferred; High School diploma or GED acceptable.
• 3-5 years of work experience as an operations assistant, including experience supporting marketing initiatives.
• Experience in the insurance industry preferred but not required.
• Experience with Canva and Mailchimp is a plus.
• Content creation experience is a plus.

Skills

• Excellent customer service and verbal/written communication skills.
• Proactive, independent, and takes initiative with consistent follow-through.
• Demonstrated maturity and tact when working with sensitive information.
• Exceptional ability to multitask and prioritize tasks.
• Superior time management skills.
• Capability to work under pressure, meet deadlines, and thrive in a fast-paced environment.
• Proficiency with MS Office (Word, Excel, Outlook).
• Ability to maintain a positive attitude and provide exemplary customer service.
• Knowledge of social media platforms (LinkedIn, Instagram, Facebook) for posting or scheduling content, including basic photo and video editing.

Working Conditions & Physical Requirements

• Office environment with occasional travel required.
• Sedentary work; must be able to remain in a stationary position 90% of the time.
• Ability to operate standard office equipment and keyboards.
• Must be able to walk short distances and exert negligible force infrequently to lift, carry, push, pull, or move objects.
• Close visual acuity required for activities such as preparing and analyzing data, transcribing, viewing a computer terminal, and extensive reading.
• Ability to safely and successfully perform essential job functions consistent with federal, state, and local standards.
• Ability to meet qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance.