Nationwide Administrative Assistant - NYC in Garden City, New York
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JOB SUMMARY: Performs secretarial support and administrative duties under general supervision in support of a director/department head or manager.
REPORTING RELATIONSHIPS: Reports at least to a Director/Department Head or Manager level position. If the business unit uses a secretary pool, this description may be used if the associate predominately supports a Director/Department Head or Manager, providing the duties and responsibilities listed, while reporting to another leader. May support multiple managers and departments. Usually have no direct reports.
Reviews, highlights, prioritize and processes mail. Forwards routine mail to appropriate staff member; may attach relevant files or information. Brings to attention of manager any items needing immediate attention. Prepares items for mailing, shipping and storage.
Follows-up on items as needed or assigned. Drafts responses for management approval; composes and sends simple correspondence on occasional basis such as promotional and congratulatory letters, basic instructions or procedures.
Answers telephones, takes messages and/or redirects calls. Greets visitors. Responds to a variety of inquires on work-related topics and processes. May open manager?s email and respond or forward as appropriate.
Coordinates and schedules department meetings. This may include logistics, travel itineraries for management and other staff, location selection, menus and food services, supplies, audio visual support, room set-up etc.
Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits.
Processes check requests, expense advances and reports and other routine requisitions to pay bills, clear expense, order supplies, support meetings, etc.
Maintains and updates office records such as associate files, work schedules, technical manuals, forms, supply lists, organizational charts and related internal files.
Assists in gathering data and information, computing figures, assembling materials, and preparing exhibits for reports, projects, management meetings and other presentations.
Provides back-up services for other support staff. May assist or train other secretaries in the office. Provides guidance to associates on office procedures such as email, phones, supplies, travel, etc.
Performs other duties as assigned.
Education: High school, vocational, or technical school business studies.
Experience: Three years secretarial experience. Nationwide experience preferred.
Knowledge: Organizational structure and business procedures. Prefer some knowledge of insurance and/or financial services terminology.
Skills: Organizational skills for work management. Verbal and written communication skills to correspond and interact with management, associates, customers, vendors and other contacts. Ability to proofread own work and that of others for format and accuracy. Intermediate mathematical skills. Ability to operate business equipment, personal computer and business software including email.
Values:Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.
Staffing Exceptions: Exceptions to the above minimum job requirements must be approved by the business unit officer/director and the HR Consultant/Manager. There are no exceptions to the reporting relationship for this job.
Overtime Eligibility: Nonexempt (Eligible).
Working Conditions: Normal office environment. Overtime as needed.
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.
Additional Job Description
The Administrative Assistant position is open in the Manhattan Trial Division Office of Nationwide Insurance.
Job ID: 51456