Reporting Line: VP, IT service Delivery manager & Head of Adm
The Administrative Assistant will provide administrative support to the company, including mailroom operations, meetings and events, off-site document storage, procurement/office supplies and building access. This position requires a high level of organization, discretion, communication skills, work ethic and passion for supporting others.
Key Responsibilities and Duties
Perform general administrative tasks including but not limited to answering phone calls & managing emails. Assist with day-to-day administration and facilities activities to include mailroom operations (ex. shipping, receiving, incoming and outgoing mail processing), coordinate facility maintenance calls as required & act as point of contact and admit visitors to the suite Assist with the planning and execution of company events and special projects. Coordinate meetings and events, including room bookings, catering, and A/V equipment setup. Act as primary mailroom contact as needed. Assist with off-site document storage, recalls, and destruction. Prepare incoming invoices for payment by the accounts payable team. Coordinate and manage office supplies and inventory, placing orders as necessary. Assist with access badge creation, delivery, management, and monitoring. Manage and distribute vehicle calendar and parking logistics. Maintain and update electronic and paper filing systems, ensuring proper organization and accessibility of documents. Perform data entry, document management, and record-keeping tasks as required. Handle confidential and sensitive information with discretion and professionalism. Assist with the preparation and distribution of internal and external communications and correspondence. Manage and maintain meeting room calendars, schedules, and appointments, ensuring efficient time management and organization. Serve as liaison to Regional Management Team, senior leaders, employees, and business partners; works interdepartmentally to assist with tasks and projects, as required. Provide support to other team members as needed, fostering a collaborative work environment. Provide back-up support to facilities and Executive Assistants on key tasks when absent. Perform other administrative tasks and special projects as assigned.
Required Qualifications and Skills
High school diploma or equivalent required; bachelor’s degree in a related field preferred. 0-2 years of experience in an administrative assistant role or similar, in a fast-paced, dynamic environment, preferably within the financial services / insurance industry. Proven track record of effectively managing schedules, appointments, and meeting coordination. Experience with facilities management and office administration including filing, data entry, vendor management, invoicing, and inventory management. Excellent written and verbal communication skills, with the ability to effectively communicate with diverse audiences. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and experience with office equipment (printers, scanners, etc.). Ability to work independently and collaboratively, demonstrating a proactive approach to problem-solving and decision-making. High attention to detail and accuracy, with the ability to manage multiple tasks simultaneously. Strong interpersonal skills, with the ability to develop and maintain positive working relationships. Ability to maintain confidentiality and handle sensitive information with discretion.
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Compensation range:
$45,000 - $60,000
Placement within the range provided above is based on the individual’s relevant experience, skills for the role, and location. Salary ranges are only one component of our total compensation package.
Benefits:
We value your goals and needs, at work and in life. As an associate, you’ll be supported with resources, benefits, and work-life balance so you can thrive in ways that matter to you.
Featured employee benefits to enrich your life:
· Competitive compensation
· Annual bonus eligibility and/or commission structure opportunities
· 401(k) discretionary match of up to 6%
· Flexible work schedules
· Health and wellness benefits
· Paid time off for vacation, illness, Birthday Day Off and Volunteer Day Off
· Tuition Reimbursement
· Family care resources, including fertility and adoption benefits
Learn more about our benefits here:
https://rcmd-connect.com/allianztrade/
63099 | Operations | Professional | Non-Executive | Allianz Trade | Full-Time | Permanent
Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us.
We at Allianz believe in a diverse and inclusive workforce and are proud to be an equal opportunity employer. We encourage you to bring your whole self to work, no matter where you are from, what you look like, who you love or what you believe in.
We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, disability or sexual orientation.
Join us. Let's care for tomorrow.