Administrative Assistant Job at Bankers Financial Corp in Saint Petersburg

Company Value Statements

In the performance of their respective tasks and duties, all employees are expected to demonstrate the following:

• Acting with the highest level of honesty, trust, character, and transparency.
• Making a unified effort to achieve the goals of the organization and embracing accountability for exceptional performance every day.
• Commitment to excellence in reaching our full potential as individuals and as an organization, surpassing the ordinary and the expectations of our stakeholders.
• Approaching every challenge with creative energy, discovering unique solutions to maximize success; focus on creating and delivering compelling customer value.
• Belief in the power of a diverse workforce and in creating a positive impact on both the environment and our community.

Summary/Objective

This position primarily provides administrative support to the Bankers Insurance Group’s CFO/Chief Actuary, VP of Commercial Lines, Specialty Insurance, Claims, and Director of Distribution.  Deals with a diverse group of external callers as well as internal contacts at all levels of the organization.  Under minimal supervision, plans, prioritizes, and organizes diverse workloads; recommends and implements changes in office practices or procedures.

Essential Functions

• Expense Management, including gathering receipts, coding/reviewing/forwarding for approval of all invoices, researching late pays and unknown payees, reconciling and advising approvers of any red flag issues, and preparing expense reports and check requests.
• Calendar Management, including monitoring/maintaining a calendar; adjusting for conflicts as appropriate; reviewing upcoming events to prepare accordingly; updating the conference calendar.

• Meeting Planning, including research/secure venue; coordinate with IT/Facilities for set-up; arrange for catering, accommodations, and other incidentals; coordinate visits by consultants/reinsurers/agents.

• Travel Planning, including registration, air, hotel, ground transportation, etc.

• Task Management, including ordering supplies; submitting IT/Facilities tickets; ordering promo/logo items; fulfilling marketing requests from agents; coordinating moves; educating regarding procedures; maintaining call tree as part of serving as back-up for disaster recovery; converting documents; printing/distribute emergency cards; review plan quarterly and update as needed; ISO administration, add/delete users/products as needed; maintain organization chart; set up new hires with CC, FAA, IT, Facilities.
• Event Management, serving as back-up to executive administrative assistants in such duties as maintaining a schedule of events; planning/coordinating meetings for future events; reserving booths; managing hospitality and other events from start to finish; purchasing gift cards; and sending promo items.
• Office Management duties include communication management, ordering supplies, coordinating events, submitting tickets to IT and Facilities, acknowledgment of Deliveries (AOD) follow-up maintaining department supplies, and miscellaneous projects.
• Report preparation: KPI reporting updates and spreadsheets, compiling documents requested for the insurance operation team, and providing general administrative support.
• Customer Service, including mailing materials requested by clients, and handling calls from clients.