Administrative Assistant

Overview The Administrative Assistant provides essential administrative support to the Gerber Life Insurance Management Team and oversees the GLIC front desk operations at the Fremont administration facility. This role is critical to maintaining a professional, secure, and welcoming work environment for associates and visitors. The Administrative Assistant serves as the primary front-desk representative ensuring smooth daily operations and acts as the first point of contact for all site visitors. Responsibilities include monitoring the front desk, controlling access to company property by verifying proper identification and credentials, and supporting a safe workplace through routine interior patrols.

Working under general supervision, the Administrative Assistant is responsible for promptly escalating incidents, concerns, or irregularities to Gerber Life Front Desk Security and documenting issues as required. As the face of the company, this individual plays an important role in presenting a positive, professional image of Gerber Life Insurance.

As business needs require, the Administrative Assistant may also provide administrative support to additional Gerber Life Management Teams, including those located at the Fremont, Cincinnati, and White Plains sites.

Responsibilities What you will do:

Completes assignments as requested by Management including documents, manuals, operating instructions, month end reporting, presentations, reports, supply orders, as well as all other requests. Provides support to all Operations Management regarding travel arrangements, including air, car and hotel. Schedules meetings including room reservations, site calendar updates, meeting invitations, proper equipment, catering, document preparation, etc. Performs general clerical duties to include, but not limited to, photocopying, faxing, mail handling and filing.

Handles purchasing process:

creates purchase orders, places orders using a Corporate Purchasing Card, reconciles Purchasing Card, receives goods against invoices and maintains purchasing records. As a team with other Administrative Assistants, prepares special events such as Employee Appreciation, Holiday Celebrations, Town Hall, Service Awards Event, National Baby Food Festival, etc. Vigilant and observant while stationed at front desk post. Monitor radios and respond within established procedures. Acts within established procedures to control access and provide a safe working environment for company associates. Maintain records, make written reports for accidents and incidents Provides administrative support for Gerber Life Fremont facility. Includes but not limited to handling mail, reception of guests and calls into the different office locations, coordination of conference rooms. Facilitates communications between Gerber Life and building management. Acts as a member of office evacuation team, shelter in place and first responder team. Performs other miscellaneous office and facility support. Performs other duties as assigned. Complies with all policies and standards. Qualifications High School Diploma

• Required Associate's Degree
• Preferred Three-plus years administrative support experience
• Required Demonstrated professional verbal and written communication skills, including proofing skills.
• Required Demonstrated strong organizational skills, attention to details and a well-defined work ethic.
• Required Demonstrated excellent judgment, problem-solving, decision-making and follow-through skills.
• Required Demonstrated basic math skills.
• Required Proven ability to prioritize, change priorities as needed, work under pressure, adapt to demanding situations, manage multiple projects and meet deadlines.
• Required Proven ability to work well either alone or as part of team.
• Required Demonstrated effective interpersonal skills, ability to handle conflict.
• Required Proven ability to proactively collect information to complete assignments.
• Required Proven ability to maintain accurate filing systems.
• Required Excellent PC, data entry and word processing skills.
• Required Excellent typing skills
• 60 words per minute.
• Preferred Requires visual acuity to be observant of conditions and situations necessary to maintain the security of company premises
• Required Possess and display excellent verbal and written communication skills with proven ability to convey information, verbally and in writing, to internal and external customers in a clear, accurate, focuses and concise manner.

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Required Work Setting/Position Demands:

Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings. Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis. Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned. Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis. Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions Performs substantial movement of wrists, hands, and fingers for continuous computer work. Extended hours required during peak workloads or special projects/events. Occasional after-hours work needed.

Travel Requirements:

0% travel This position does not require any traveling