Executive Assistant to Chief Executive Officer

OverviewThe Receptionist / Executive Assistant is responsible for providing overall support to the agency, and the President, CEO. This position reports to the Director of Operations and is classified as a non-exempt level employee.ResponsibilitiesReception· Greet and announce agency visitors in a friendly, welcoming manner· Answer incoming calls and direct to appropriate party· Maintain break room· Schedule conference room· Notify building management of maintenance requests· Prepare Welcome packets and prepare assigned workspace for new associates· Sign for, receive and distribute packages delivered to agency· Open, review, stamp and comply with all incoming/outgoing mail and fax correspondence according to compliance and supervisory guidelines· Post agency outgoing mail and prepare UPS packages daily· Prepare and send brokerage and any district/detached mail as appropriate· Maintain office machinery and supplies including: postage meter, photocopier and fax machines· Assist Director of Operations as neededAssistant to President, CEOSchedule and maintain appointment calendar and clarify conflicts for PresidentArrange all travel plans for President, others in the firm and 3rd party speakersTrack any expenses incurred for the agency and provide to CFOProvide support to Leadership Team with the recruiting process and documentsAssist Director of Operations with scheduling and coordinating all agency meetingsPrepare correspondence to include letters, training documents, event approval forms etc.Work with all agency staff members in coordination of tasksLiaison between General Agent and ProducersTrack and report Agency contestsMaintain accurate Agency CalendarsEnsure invitations are sent for all agency trainings and eventsCreate and distribute Quarterly NewsletterPost requested documents in breakroom and mailroom as necessaryOther duties as assignedSpecial projects as requestedResults ExpectedPhone answered in a professional mannerAccurate and appropriate correspondenceTimely follow up on tasksAccuracy in reports distributedAttention to detailMeasurement CriteriaAdherence to agency's quality standardsAdherence to agency' turnaround time standardsAdherence to General Agent's standardsPositive feedback from General Agent, producers, and agency staffQualificationsRequired· 2+ Years of office experience, preferable in a sales environment· Proficiency in Microsoft suite products· Excellent telephone skills· Strong interpersonal communication skills· Organizational and multi-tasking skills· Detail oriented· Willingness to cross-train in one or more areas· Must pass background check to obtain certificationJob Type: Full-timePay: From $21.00 per hourExpected hours: 40 per weekBenefits:401(k)401(k) matchingDental insuranceHealth insurancePaid time offSchedule:Monday to FridayExperience:Microsoft Excel: 2 years (Required)Microsoft Teams: 1 year (Required)Ability to Relocate:Lake Oswego, OR 97035: Relocate before starting work (Required)Work Location: In person

Created: 2025-05-13