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Administrative Assistant

Company: Heffernan
Location: Petaluma
Posted on: January 6, 2022

Job Description:


The Administrative Assistant role will primarily assist the Commercial Lines Manager and Producer(s) with development and implementation of new business production. In addition, this role will provide general administrative support to the Branch office as necessary.

Core Responsibilities Include:

  • Coordinate and maintain appointment calendars.
  • Coordinate meetings and events for internal staff.
  • Maintain confidentiality of all duties assigned by Manager and Producer.
  • Maintain expense reporting as necessary.
  • Manage vendor relations and maintain branch vendor list and usage. Consolidate resources where possible.
  • Office administrative duties to include:
    • Process incoming/outgoing mail
    • Scanning
    • File assembly
    • PTO management
    • Coordinate staff trainings
    • Assist with on-boarding of new staff
    • Take meeting notes as necessary
    • Order supplies
    • Maintain birthday and anniversary celebrations for staff
    • Participate in culture club
    • Office administrative duties to assist Producer(s) to include:
      • Assist with developing prospect lists and market segments
      • Research prospect details
      • Schedule appointments for Producer(s)
      • Keep Producer(s) informed of progress and status
      • Email blasts
      • Mail newsletters and pertinent insurance articles as requested
      • Assist in new business applications and proposal preparation
      • Schedule carrier meetings and maintain carrier logins
      • Special projects and other duties as assigned.


        • Education - High School graduate. Bachelor's degree preferred.
        • Minimum of 2 years administrative experience in an office environment. Insurance industry experience a plus.
        • Advanced Microsoft Suite skills, particularly Excel, Word, and PowerPoint.
        • Advanced organizational skills with the ability to effectively handle multiple assignments.
        • Effective communication and collaboration skills, both written and oral.
        • Problem-solving and analytical skills, with attention to detail.
        • Must maintain a positive attitude and sense of humor!

          Heffernan Habits (Expectations):

          These are practices that represent our unique employee culture.

          • Smooth The Path And Be Respectful - Being respectful of one another is critical to developing and maintaining strong relationships. We are in this together as a team.
          • Do Good - This is our core. We strive to do good for our clients, our company and our communities.
          • Know Your Clients And Foster Relationships - Take the time to listen and learn. Build, maintain, and enhance the connections you make every day.
          • Have Fun - Take the time to get to know your colleagues and let's have fun! If we are happy and connected, we all will do a better job for our clients.
          • Answer The Phone (And Email) - Be available and responsive to clients and colleagues.
          • Be Humble And Own It - We all make mistakes - what's important is that we take ownership for our mistakes and learn from them. Humility shows a willingness to learn and improve.
          • Celebrate And Value Our Differences - We strive to be non-traditional. We all come from different backgrounds. Be open. Listen to others stories and experiences. Make an effort to not only include, but connect.

            Working Conditions:

            • Work environment may be indoors, sitting at a desk or standing for extended periods of time.
            • Daily use of computers, keyboard, mouse, headset, printers, and other commonly used office equipment.
            • This position may require flexibility to work hours outside of a regular schedule.

Keywords: Heffernan, Petaluma , Administrative Assistant, Administration, Clerical , Petaluma, California

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