Administrative Assistant Job at Higginbotham Insurance Agency in Houston

Higginbotham, a privately held, independent insurance and financial services firm that ranks within the top 20 nationwide, has an immediate opening for a Administrative Assistant for our Houston, TX office.

Position Summary: Provides high-level administrative support to the entire office by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for the teams.

Essential Tasks:

• Scheduling meetings, appointments, and events for the teams.
• Help coordinate client meetings,and carrier meetings.
• Help complete tasks and projects for Account Coordinators, Account Managers, Commercial Service Reps, Team Leaders and Producers.
• Creating open enrollment packets and benefit booklets.
• Direct visitors - Answering phones, forwarding calls and voicemails.
• Preparing agendas, taking meeting minutes, and distributing relevant materials for meetings. Following up on action items and ensuring that deadlines are met.
• Handling administrative duties such as expense reporting, invoice processing, and maintaining organizational systems and databases. This may also include ordering supplies, coordinating office maintenance, and managing confidential information.
• Process incoming and outgoing mail, as well as overnight deliveries.
• Track, stock and order office supplies.
• Assist other employees whenever necessary.
• Maintaining cleanliness in break areas.
• Anticipating and resolving issues before they escalate, demonstrating resourcefulness and the ability to think quickly on your feet.
• Being flexible and adaptable to changing priorities and deadlines, as well as the ability to multitask and manage competing demands effectively.

Specific Knowledge, Skills and Abilities:

• Strong organizational skills
• Attention to detail
• Discretion
• Excellent communication skills

Experience and Education:

• High school diploma
• Preferred Associate's degree or bachelor's degree
• 2 years of administrative experience

Physical Requirements:

• Ability to lift 25 pounds.
• Repeated use of sight to read documents and computer screens