Administrative Assistant

Are you looking to make an impactful difference in your work, yourself, and your community? Why settle for just a job when you can land a career? At ICW Group, we are hiring team members who are ready to use their skills, curiosity, and drive to be part of our journey as we strive to transform the insurance carrier space. We're proud to be in business for over 50 years, and its change agents like yourself that will help us continue to deliver our mission to create the best insurance experience possible.

Headquartered in San Diego with regional offices located throughout the United States, ICW Group has been named for the twelfth consecutive year in a row and for the 20th time overall as a Top 50 performing P&C organization offering the stability of a large, profitable and growing company combined with a focus on all things people. It's our team members who make us an employer of choice and the vibrant company we are today. We strive to make both our internal and external communities better everyday! Learn more about why you want to be here!

PURPOSE OF THE JOB

The purpose of this job is to provide basic to moderately complex administrative support to a specific department or area.  This position exists to facilitate efficient and effective operations and a superior customer experience. This position requires working onsite Monday – Friday depending on department assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Coordinates department appointments, meetings and events

• Receives and screens visitors and telephone calls, and notifies appropriate personnel ensuring timely connection and friendly service.
• Arranges meetings, schedules appointments and orders appropriate supplies necessary.
• Makes travel arrangements for department personnel or hosted visitors as required. 
• Prepares and distributes communication, agendas and meeting materials under the direction of the meeting/event owner. Maintains minutes or records of attendance as requested.

Provides program/project support for assigned department initiatives

• Maintains calendars and project plans for department initiatives.
• Provides program and materials distribution and tracking.
• Composes and distributes correspondence, documents, reports, presentations, and other materials. Ensures accuracy of content and timely reproduction as appropriate.
• Collects and verifies data, and conducts simple analyses.
• May create, maintain, and update various information databases or other technology tools. 

Assists with department financial management

• Reviews monthly budget and prepares variance reports for department leadership as requested.
• Generates and reconciles purchase orders and invoices for department spend.
• Conducts monthly department credit card reconciliation and creates expense reports.
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested. 
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget.

Performs record keeping and department operations duties

• Responds to general inquiries concerning department activities in accordance with established policies and procedures.
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents.
• Opens, sorts, prioritizes and distributes mail on a daily basis.
• Maintains inventory and orders supplies and other items on behalf of department.

SUPERVISORY RESPONSIBILITIES

None

EDUCATION AND EXPERIENCE

• High School Diploma or GED required.
• Associates degree from a two-year college with a major or emphasis in Business Administration or related field a plus.
• Minimum 1 year of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

None required; however, notary designation may be necessary depending on unit or department need. 

KNOWLEDGE AND SKILLS

Experience and/or education in Business Mathematics and administrative processes, Budgeting or other areas involving working with numbers and data.  Specific functional knowledge related to department may be required.  Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required. Proficient in Microsoft Word, Excel, PowerPoint and Visio as well as program/project support. 

PHYSICAL REQUIREMENTS

Office environment - no specific or unusual physical or environmental demands and employees are regularly required to sit, walk, stand, talk and hear. 

WORK ENVIRONMENT

This position operates in an office environment and requires the frequent use of a computer, telephone, copier, and other standard office equipment. 

We are currently not offering employment sponsorship for this opportunity.

#LI-Hybrid #LI-JF1

The current range for this position is

This range is exclusive of fringe benefits and potential bonuses. If hired at ICW Group, your final base salary compensation will be determined by factors unique to each candidate, including experience, education and the location of the role and considers employees performing substantially similar work.

WHY JOIN ICW GROUP?

• Challenging work and the ability to make a difference
• You will have a voice and feel a sense of belonging
• We offer a competitive benefits package, with generous medical, dental, and vision plans as well as 401K retirement plans and company match
• Bonus potential for all positions
• Paid Time Off
• Paid holidays throughout the calendar year
• Want to continue learning? We’ll support you 100% 

ICW Group is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. ICW Group will not discriminate against an applicant or employee on the basis of race, color, religion, national origin, ancestry, sex/gender, age, physical or mental disability, military or veteran status, genetic information, sexual orientation, gender identity, gender expression, marital status, or any other characteristic protected by applicable federal, state or local law.

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