Office Services Administrative Assistant - Brookfield, WI Office

Position Summary:

Under the supervision of the Office Services Supervisor, this position provides administrative support to all NIS departments as required.

Key Accountabilities:

• Provide accurate and timely administrative support for all NIS departments.
• Calendar management for executive(s) including, but not limited to, scheduling meetings, sending reminders, updating agenda, making reservations, and organizing catering as necessary.
• Travel coordination for executive(s) including, but not limited to, flight arrangements, hotel accommodations, and rental car.
• Support Sales and Service department(s) with the creation of documents and presentations, with a special focus on the Minnesota region.

Primary Duties:

• Complete expense report on behalf of executive(s).
• General administrative duties, such as phone coverage, prepping, scanning and indexing of documents.
• Liaison with parent company to maintain agency producer and TPA licenses.
• Maintain license records with carriers that have TPA agreements.
• Complete carrier appointment paperwork on behalf of licensed NIS employees.
• Maintaining comprehensive and accurate records.
• Build presentations on behalf of the Minnesota region while adhering to strict deadlines.
• Assist Sales department by compiling data on clients from internal systems.
• Preparation of documents as requested including, but not limited to, spreadsheets, mailings, graphs, charts, PowerPoint presentations, and other documents following established procedures.
• Organize and maintain consistency of paper and electronic files following established procedures.
• Assist with planning, set up, and breakdown of company events for internal employees
• Assist and backup other members of the Office Services Department as required.

Minimum Requirements:

• High school diploma or equivalent.
• Two years of experience in an administrative support position.
• Proficient in Word, Excel, Outlook, and PowerPoint, with proven capacity to learn software programs developed in-house.
• Critical analysis is essential to identify problems, provide recommendations, and implement solutions.
• Must be dependable, flexible, and willing to take initiative to improve processes.
• Excels in a fast-paced environment with a demonstrated ability to prioritize multiple, competing demands.
• Candidate must possess excellent organizational skills and attention to detail.
• Must have solid command of the English language, both oral and written.
• Ability to work independently and within a team environment.
• Consistent daily attendance, with the expectation to occasionally work overtime at the last minute.

Normal Working Hours and Days:

Monday through Friday; 8:00 a.m. to 5:00 p.m.; overtime as required. 

Physical Requirements:

• Position is primarily sedentary in nature with relatively equal amounts of sitting, standing and walking.
• Ability to lift 30 to 50 pounds on a regular basis.

The above statements are intended to describe the essential functions, position responsibilities, and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

National Insurance Services of Wisconsin, Inc. is an Equal Opportunity Employer.

There are two ways to apply for a position with NIS, by email or mail.

• Email: Please send an email to Human Resources with your resume and cover letter as attachments (.doc, .docx, or .pdf preferred). In the subject line of your email, please list the job title you are applying for.
• Mail: You can submit your resume and cover letter through regular mail to our corporate office address: ATTN: Human Resources National Insurance Services, 300 North Corporate Drive, Suite 300, Brookfield, WI 53045