Grinnell Mutual Reinsurance Company

  • EXECUTIVE ASSISTANT

    Job Locations US-IA-Grinnell
    Posted Date 1 month ago(10/17/2018 3:48 PM)
    Job ID
    2018-1415
    # of Openings
    1
    Category
    Corporate Administration
  • Overview

    Provides high-level administrative support to Audit and Strategic Initiatives Leadership and others within the organization as directed. Duties are typically specialized, complex, require accuracy, are confidential nature, and require a high level of professionalism.

    Responsibilities

    • Provides support on client mailings and compliance documenation for Accounting and Tax Services Department.

     

    • Documents and maintains information related to the work and people in assigned divisions including background information, training material, manuals, correspondence, cost, processes, and queries. May include board member information. All data is both sensitive and confidential in nature.   

     

    • Assists in maintain executive’s schedule including rescheduling and communicating changes as business priorities demand. Ensures appropriate pre-meeting information is available for review and ascertains additional information based on anticipated need and meeting topic. 

     

    • Coordinates special events, meeting, and conferences including locations, times, attendees, and other amenities as appropriate. Assists with travel arrangements and reservations. Maintains meeting schedule, invitations, and RSVPs. 

     

    • Attends meetings and takes accurate detailed minutes for future reference. Distributes notes to appropriate stakeholders in a timely manner to ensure decisions and action items can be implemented.  

     

    • Represents executive leadership and Grinnell Mutual at business functions.  Acts as host and/or event coordinator to ensure all guests are informed, comfortable, and able to access services they need for event.

     

    • Screens calls and visitors when executive is traveling or otherwise unavailable. Communicates general purpose and need of visitor 

     

    • Maintains a variety of business and statistical source data and verifies accuracy. Retrieves information into report format for various purposes and business decisions. Maintains most current data and documents in accordance with information security and records retention policies.  

     

    • Organizes executive correspondence for leader in priority order. Handles both incoming and outgoing correspondence to ensure timeliness and accuracy. Processes administrative steps if applicable (i.e. check requests) and files all source documents after circulation as appropriate.  

     

    • Conducts research as requested and compiles data for consideration and presentation by executives, committees, and boards. Topics are typically related to corporate initiative or project but may be more specific in nature.  Information must be complied and maintained in logical format for future use. Presentations may be for either internal or external audience and may be routine or specialized.

     

    • All other duties as assigned. 

    Qualifications

    • Associate’s degree from an accredited college or equivalent combination of education and experience. Prefer two years related experience and/or training in an office setting with at least one year experience as administrative assistant. 

     

    • Bookkeeping and/or accounting experience/education helpful.

     

    • Ability to use office equipment including a telephone, personal computer and demonstrate  an intermediate knowledge of Microsoft Office suite including Word, Excel, PowerPoint and Access, as well as general computer applications, e.g., Outlook.  

     

    • Ability to demonstrate good interpersonal, communication, listening and customer service skills. Demonstrates the ability to make a good first impression and represent Grinnell Mutual in a professional manner.  

     

    • Ability to communicate information both written and verbally in a logical, well thought out manner to explain and support a recommendation for change or review of information.  

     

    • Demonstrated organization and time management skills are essential to manage multiple and/or conflicting priorities while meeting deadlines. Must be able to remain flexible as business needs change.  

     

    • Ability to work in a harmonious manner with co-workers, supervisor, customers and general public.  

     

    • Demonstrated ability to define problems, collect data, establish facts and draw valid conclusions. Ability to pull from appropriate resources to move the solution forward.  

     

    • Occasional travel including some overnight travel to meetings and events. Typically less than 10% of year.  

     

    • Must maintain confidential and proprietary information. 

     

    • Ability to work with minimal supervision.

     

    • Ability to maintain a regular and predictable work schedule.

    Working Conditions and Physical Efforts:

    • To perform this job successfully, an individual must be able to perform each job duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform job duties and responsibilities.

     

    • The position is physically located in the home office with a work environment of a typical office setting; noise level is relatively quiet and occasional stress is encountered as deadlines approach. The position requires an individual to sit for long periods of time. Extended period of time may be spent on the computer requiring visual acuity.  
     

     

    This job description is not intended to describe, in detail, the multitude of tasks that may be assigned, but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of the business demands change, so too may the job duties and responsibilities.

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed