Employment

LAMMICO Featured Career

Administrative Services Assistant
Administration Department

Posted: May 25, 2023

Position Summary:
Provides administrative support for Vice President of Human Resources and Administration, and all Administration. Assists in coordination of all operations of the department, including preparation of meeting agendas, minutes, documentation and maintaining records.

Reporting Relationship:
Reports directly to the Vice President of Human Resources and Administration

Essential Functions/Responsibilities:

• Works in a cooperative manner with management, coworkers, customers, and vendors; seeks to support LAMMICO’s mission and vision in daily operations
• Meets assigned target dates and objectives; helps ensure that department quality, service and productivity standards are met
• Creates and maintains filing in imaging system and department electronic drives, keeps accurate records, provides explicit documentation, and insures all correspondence is appropriately placed in files
• Coordinates preparation for Compensation Committee meetings, including preparing packet in Board document software, yearly CEO evaluation process, agenda and minute preparation; creates and maintains committee meeting processes and documents in imaging system
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department, monitors certifications for appropriate HR and Admin staff
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs; handles confidential and non-routine information and explains policies when necessary
• Works independently and within a team on special nonrecurring and ongoing projects
• Acts as project manager for special projects, at the request of the director, which may include: planning and coordinating multiple presentations, disseminating information, creating documents
• Maintains diary system for accurate and timely follow-up of work in progress in department and for recurring time-sensitive tasks or projects; organizes and priorities workload to meet deadlines
• Administers cybersecurity training program for the company, researching and making recommendations to the security team and IT and implementing programs, coordinating with outside vendors
• Serves as primary support for the performance management system, effectively responding to support requests by management and staff
• Provides technical support to the department on various software programs, leading the usage of new technology and aiding adoption
• Tracks status of department projects, and prepares periodic status reports
• Provides support to Director of Human Resources and Administration and all Administration department as needed
• Assists in the preparation and coordination of records, statistics and reports regarding operations including primary responsibility for the annual metrics book
• Serves as a back-up to Facility & Document Imaging Coordinator, aiding in mail and print process issue resolution and documentation
• Responsible for the preparation, input and documentation of the Administration department budget process and tracks payables
• Communicates administrative operating policies and procedures and updates departmental documentation; uses discretion in disseminating information; is highly guarded with confidential information

Secondary Functions/Responsibilities:

• Other responsibilities and special projects as assigned
• Serves as backup to Human Resource Coordinator as required
• Serves as backup to Compensation for Secure Sheet and Performance Pro
• Serves as backup to Payroll Administrator including maintenance, assisting in development of process manual, and weekly payroll as necessary

Education, Experience and Skills Required:

• High school graduate
• Minimum of 4 years of experience in acting as an administrative assistant
• Ability to organize and analyze information
• Strong customer focus and team orientation
• Ability to appropriately handle confidential and sensitive company information
• Excellent communication skills with the ability to interact and work effectively with employees at all levels within the organization
• Ability to manage time, set priorities and work independently
• Proficiency in the use of Microsoft Office Programs

Education, Experience and Skills Desired:

• Insurance industry experience

Other:

• Some college level training or experience preferred
• Experience in negotiation and/or purchasing
• Experience and/or training in project management and implementation

Interested candidates should submit a cover letter and resume.

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