Administrative Assistant
Are you a high performer? Now is your chance to check out a career opportunity with New Benefits, Ltd., America’s leading wholesaler of customizable non-insured health, personal security, financial, travel and leisure benefits! We have served associations, insurance companies, banks, credit unions, brokerage/consulting firms, insurance agencies, TPAs and employers since 1990. Thousands of clients and millions of members trust New Benefits to deliver exceptional customer service and support, superior products, administration, print services, billing and compliance while promoting integrity and honesty in the marketing of non-insured products and services.
Our office is conveniently located in the North Dallas area, and we are looking for YOU to be a part of our continued growth and success. Dazzling customer service is our promise!
We offer a fun, business casual environment with a strong company culture focused on employee engagement and recognition. As a valued member of our family, the Accounts Receivable Specialist will be eligible for a comprehensive benefits plan including paid vacations and holidays, 401(k) with company match, health, voluntary dental, paid life insurance and a New Benefits discount card.
Summary
The Administrative Assistant performs a wide variety of administrative and project coordination responsibilities as required to support the day–to–day operations and strategic work of the President, EVP of Operations, EVP of Client Success, and VP of Marketing. Duties of this position exposes the incumbent to a high level of confidential information that must be handled with extreme sensitivity.
Job Responsibilities
▪ Screen calls thoroughly and with diplomacy. Serve as primary point of contact, and gatekeeper, for all calls and general questions
▪ Warmly greet visitors and escort to appropriate area or person
▪ Check calendars and keep track of days, guests, and events
▪ Maintain forms and links current on company Intranet
▪ Organize and maintain conference rooms with supplies and basic tidiness.
▪ Function as primary back–up to the Executive Assistant
▪ Know the operations side of the business, to include basic vendor, group setup and client services administration
▪ Handle sensitive and confidential information with professionalism and integrity
▪ Complete monthly reports, as assigned
▪ Complete ad hoc report requests
▪ Manage calendars
▪ Upload, organize, and audit approved Marketing benefit documents for Benefit Implementation and changes
▪ Maintain marketing materials, updating information for a constantly evolving portfolio
▪ Schedule and create Zoom webinars
▪ Conduct, audit, and review website health checks, content, and assist with executing recommendations
▪ Assist with the administrative setup, facilitation, and completion of marketing events such as tradeshows
▪ Create video showcases for external use
▪ Transcribe content and schedule monthly newsletters in CRM and track results
▪ Produce reports for executed marketing campaigns and communications
▪ Assist with office management responsibilities
▪ Route incoming mail
▪ Other duties as assigned
Core Competencies (F.L.I.I.P.)
• Flexibility – Maintains effectiveness when experiencing major changes in work responsibilities or environment and adjusts effectively to work within new structures, processes, requirements, or cultures. Remains flexible despite adversity. Embraces change
• Leadership – Facilitates a positive and productive team oriented environment. Provides open communication/feedback within the team. Builds collaboration to maintain productive teams. Treats people with honesty and respect. Maintains positive relationships with employees at all levels. Uses appropriate interpersonal styles to establish effective relationships with clients, vendors, and internal partners. Interacts with others in a way that promotes openness and trust and gives them confidence in one’s intentions
• Innovation – Identifies and accomplishes challenging objectives or personal goals. Works effectively with others to achieve goals. Looks for and takes advantage of opportunities. Maintains a high level of interest, enthusiasm, and personal performance. Takes steps to improve processes and find better solutions. Champions quality work and proactively takes steps to correct errors or improve overall products/solutions. Drives continuous improvement. Demonstrates a willingness to change approach based on feedback
• Integrity – Supports and upholds the organization’s standards and values. Demonstrates honesty, reliability, and professionalism. Maintains the highest ethical standards
• Passion – Provides excellent customer service to internal clients, partners, vendors and teams. Responds promptly, professionally, effectively, and efficiently. Recognizes sense of urgency in responding to needs. Follows up to ensure requests, needs, and commitments are met consistently.
Job Specific Competencies
• Business Acumen – Understands healthcare industry, business objectives and marketing environment and tools
• Performance Measurement – The ability to “get things done” involves keen attention to detail in collecting and analyzing project information to determine where the project stands; actively monitor multiple projects at one time; hold regular status review meetings
• Initiative – Identifying what needs to be done and doing it before being asked or before the situation requires it
• Building Collaborative Relationships – The ability to develop, maintain, and strengthen partnerships with others inside or outside the organization who can provide information, assistance, and support
• Diagnostic Information Gathering – The ability to identify the information needed to clarify a situation, seek that information from appropriate sources, and use skillful questioning to draw out the information, when others are reluctant to disclose it
• Active Learning – Understands the implications of new information for both current and future problem solving and decision making
• Communication – Expresses thoughts clearly, accurately, and precisely both verbally and in writing. Effectively communicates with C–level staff. Clearly and succinctly conveys information and ideas to individuals and groups. Demonstrates good listening skills
• Forward Thinking – The ability to anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies
• Thoroughness – Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled
• Fostering Teamwork – As a team member, the ability and desire to work cooperatively with others on a team; as a team leader, the ability to demonstrate interest, skill, and success in getting groups to learn to work together
Qualifications and Skills
▪ Strong organizational skills, with proven experience prioritizing work and coordinating several responsibilities at one time
▪ Proven ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; follow through on commitment
▪ Dress, appearance and behavior must reflect favorably on the organization
▪ Must be dependable and able to closely mirror a schedule of 8a–5p
▪ 2+ years’ experience in a professional environment preferred
▪ 1+ years’ experience in an administrative role preferred (executive employee support a plus)
▪ Associate degree or higher preferred
▪ Possess a strong passion and ability for delivering exceptional customer service to internal and external parties
▪ Ability to work cooperatively with other team members by effectively integrating personal skills with those of others in accomplishing organizational goals
▪ Excellent written and verbal communication skills
▪ Computer Skills: Must be proficient in Microsoft Office
▪ Ability to talk or hear, both in person and by telephone
▪ Capable of lifting to 25 pounds
▪ Must be able to perform work at a computer terminal for 6–8 hours, and function in an environment with interruptions
Reports to:
President
Classification:
Non–Exempt
