Nationwide Sr. Administrative Assistant ( Southern Claims Zone) in Gainesville, Florida

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Under direction, provides a wide variety of confidential administrative support. May coordinate meetings and make travel arrangements. May plan, organize and schedule own work. Composes and may send internal correspondence after review; maintains and updates office records; compiles information for reports and presentations; answers telephone calls and emails; and coordinates calendars for leader(s) and/or work group.

Job Description

Reporting Relationships: Typically reports to a director/senior consultant level or above, and may support multiple individuals and their reports. There should be a clear business need to have dedicated administrative support for one leader or an individual contributor. Placement into this administrative assistant job is determined by the job duties regularly assigned and the reporting level supported.

Core Duties and Responsibilities:

  • Focus is on the daily calendar with more focus on longer range planning. May manage leader's personal calendar. May ask for direction on some calendar and meeting preparation elements. May recommend travel options before booking. Coordinates travel plans for leader(s) and team.

  • Usually screens communications for action items and due dates, bringing key items to the leader's attention. Initiates necessary actions (e.g. follow-ups, prioritizations, action required, etc.). Prints large attachments for ease of reading and documentation. Prepares replies as assigned. Seeks guidance on the reply to some emails. Responds to emails as directed.

  • Provides assistance with office procedures or processes that help the team be more productive and efficient.

  • Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by leader and staff for proper reporting. BCR line item research. Quality checks invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. Lower level financial impact.

  • May take on an informal administrative subject matter expert role within the department for other administrative assistants and provides support.

  • Keeps current with Nationwide procedure changes, HR policy changes, business environment, etc. that impact department level plans.

  • May participate in special projects.

  • Performs other duties as assigned.

Typical Skills and Experiences:

Education: High school, vocational or technical school studies.

License/Certification/Designation: Administrative professional certification(s) a plus. Such as Certified Administrative Professional (CAP), Certified World Class Assistant (CWCA), Certified Executive Administrative Professional (CEAP).

Experience: Typically 4 or more years related administrative assistant / secretarial experience. Nationwide experience preferred.

Knowledge: Knowledge of office practices and procedures and company policies and organization structure. General knowledge of insurance or financial services terminology.

Skills/Competencies: Demonstrated initiative and decision-making skills in order to evaluate, recommend, and implement solutions to office workflow problems. Organizational skills for work management. Verbal and written communication skills to correspond and interact with leaders, associates, customers, vendors and other contacts. Ability to proofread own work and work of others for format and accuracy. Intermediate mathematical and calculation skills. Ability to effectively operate business equipment and personal computer with MS Office Suite (Word, Excel, PowerPoint, Access), Outlook, Skype, ePro, Concur, Egencia, HRIS, MyTime, relationship management and ability to build effective business relationships.

Other criteria, including leadership skills, competencies and experiences may take precedence.

Staffing exceptions to the above must be approved by the hiring manager’s leader and HR Business Partner.

Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.

Job Conditions:

Overtime Eligibility: Eligible (Non Exempt)

Working Conditions: Normal office environment. Nonstandard, extended or overtime as needed based on workflow needs.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

Evaluation Activity: DRC 8/2017

Additional Job Description

This position will provide administrative support to the Southern Claims Zone (SCZ) business unit. This position will be located in Gainesville, FL and includes day-to-day support for the SCZ Leadership Team for the Property and BI teams ( directors managers, and associates as needed).

Responsibilities include general administrative duties, which includes composing communications, creating reports via claims business systems, managing multiple calendars/schedules, and booking travel arrangements with the ability and skills to work and contribute to a highly organized environment to ensure day-to day office operations run smoothly.

Ideal candidates will have administrative experience; be highly professional, trustworthy-able to respect confidentiality, strong verbal/written communication, customer service skills, strong analysis and organizational and time management skills, proven experience/knowledge with Microsoft Office (Excel , Access, Word and PowerPoint) and must be action-oriented, highly detailed and organized to manage office processes and have the ability to manage their time effectively while working on several tasks simultaneously.

Work Schedule: Primarily Monday-Friday 8:00 am – 4:30 pm

Job ID: 52777