Agent's Executive Assistant - Tulsa, United States - Jonathan Gibson - State Farm Agent

Jonathan Gibson - State Farm Agent Tulsa, United States

1 week ago

Description

Benefits:

Bonus based on performance
Competitive salary
Health insurance
Opportunity for advancement
Paid time off

We are a forward-thinking dynamic professional insurance business seeking a highly organized and proactive Executive Assistant to support the day-to-day operations of our Insurance Agency.

The ideal candidate will play a vital role in ensuring the smooth running of the office, managing the agent's calendar, coordinating all forms of communication, and overseeing various business-related
tasks. This position requires a commitment to professionalism, personal development and undergoing training, discretion, high-level organizational skills, and the ability to multitask effectively in a fast-paced environment.

Schedule:
● Monday through Friday, 8:00 AM - 5:00 PM. There may be some extended working hours on an occasional basis.

Key Responsibilities:

Administrative Support:
● Manage and organize the agent's calendar, including setting, confirming, and reminding of all appointments.
● Pre-screen / qualify all requests to see or speak with the agent without a scheduled appointment.
● Answer and delegate emails and phone calls to the proper channels, ensuring timely and professional communication.
● Attend meetings occasionally on behalf of the agent and provide overviews.

Office Management:
● Facilitate office decorum by maintaining an environment that reflects the expected culture and values of the agency.
● Act as the agent's eyes and ears by informing him of noteworthy happenings within the office, especially in his absence.
● Coordinate office maintenance, repairs, and renovations to ensure a functional and welcoming workspace.
● Plan and organize office outings, retreats, and celebrations, including making all necessary reservations.

Personal and Business Operations:
● Handle bill payments for business accounts, ensuring all financial obligations are met on time.
● Make all travel arrangements for the business owner, including accommodations, transportation, and itinerary planning.
● Arrange meal delivery or restaurant reservations for owner and office staff, taking into account any dietary restrictions or preferences.

Additional Responsibilities:
● Serve as a liaison between the agent, fellow team members, clients, and other external partners.
● Undertake personal errands as requested by the agent.
● Prepare and deliver regular reports on office activities, expenditures, and any issues encountered.
● Contribute to project management, including tracking deadlines, coordinating with involved parties, and ensuring goals are met.
● Implement and maintain systems for efficient office organization and communication.

Qualifications:
● Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
● Strong organizational and time management skills, with the ability to prioritize tasks effectively.
● Excellent communication skills, both written and verbal.
● Proficiency in office software and the ability to adapt to new and changing technologies.
● Discretion and confidentiality.
● A commitment to ongoing personal development.
● An open mind and positive attitude.
● A proactive approach to problem-solving and decision-making.
● Ability to work independently and as part of a team.

Flexible work from home options available.

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