Administrative Assistant, Sales & Marketing (Hybrid)
NFP - Palm Beach Gardens, Florida, United States,Work at NFP
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Overview
The Administrative Assistant is responsible for enhancing the bi-coastal Managing Director's effectiveness by performing a wide variety of complex, diverse, and time sensitive administrative functions while providing overall support to him pertaining to business operations and clients. The role is full-time and may require flexibility to work outside of traditional hours on occasion. Ideal candidates will have strong attention to detail, effective communication skills, and will be highly organized with the ability to prioritize easily.Essential Duties and Responsibilities:Sales & Marketing SupportAssists with maintaining Salesforce CRM, including data entry and research to prepare for and provide meeting materials
Runs reports to monitor sales and marketing activity
Manages meeting follow ups, notes, tasks, etc.
Conducts background research on prospects, projects
Maintains relationships with industry contacts via email communication and meeting support
Understand and assist with carrier relationships
Administrative Producer SupportSupports all general administrative business-related tasks for Managing Director with high work volume and calendar activity
Handles meeting preparation including lunch reservations, marketing material preparation, confirmations of attendees
Provides daily and weekly summaries of priorities and timing, scheduling and communicating meeting needs
Daily (or more) check ins to facilitate changes, updates and rescheduling for business meetings
Prepares expense reporting; facilitates separation of business expenses
Act as gatekeeper to Managing Director, understanding priorities in the organization
Manages business travel calendar for bi-coastal executive with homes in 3 plus states
Facilitates communication between Managing Director and operation teams
Arrange business travel and business meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations for Managing Director
Answer and screen a high volume of incoming business phone calls and forwards calls as directed. Facilitate direction of requests and calls to the appropriate parties within the firm
Familiar with and willingness to learn technology for scheduling, navigation, prioritization
Desire to learn the insurance industry
Knowledge, Skills, and/or Abilities:To perform this job successfully, must be able to perform each essential duty with excellence. Must also have expert level communication skills and strong decision-making ability. Must have the ability to interact diplomatically and professionally, managing communication between the Managing Director, the firm, clients, advisors, etc. The ability to work independently and multi-task is crucial. Exceedingly well organized, flexible and able to prioritize in a fast-paced environment is key. The ability to manage multiple priorities: several calendar requests to ensure each meeting is given the proper prioritization. Must be a power user in Microsoft Outlook.Minimum 2 years of experience in professional office setting
Minimum of 5 years in any related field
Desire to work in a fast-paced environment with flexibility in duties and responsibilities
Proficiency in processing large amounts of information on an ongoing basis
Exceptional attention to detail and time management skills
Strong aptitude for organization and active management of shifting priorities
Effective verbal and written communication
Ability to work on projects with a team or on an individual basis
Ability to uphold guidelines and processes for business management
Proficiency in Microsoft Office Suite and the ability to learn software/technology quickly
Experience with Salesforce, Concur, ServiceNow is a bonus
Education and/or Experience:Bachelor's Degree
What We Offer:We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.NFP and You... Better Together!NFP is an inclusive Equal Employment Opportunity employer.PDN-9bc96138-bf18-4faa-9ab7-a854ca97f780Remote working/work at home options are available for this role.