Administrative Assistant

Summary

The Administrative Assistant is responsible for ensuring the ongoing productivity and effectiveness for executives of assigned areas of the organization and their teams. This includes administrative and project support. This role is an in-office position and works regular office hours with occasional evenings and weekends.

Why Jewelers Mutual:
Since 1913 we’ve been committed to supporting the Jewelry industry and putting customers at the center of everything we do. With over a century of trusted expertise, we’re financially strong, forward-thinking, and driven by curiosity. Guided by our core values of Agility, Accountability, and Relevancy, we lead through innovation.

As a technology focused organization, we embrace cutting-edge tools and data-driven insights to continuously improve our products, services, and customer experience. Our mission is to be the industry’s most trusted advisor by investing in our people, adopting new technologies, and striving for excellence.

We’re dedicated to fostering growth through collaboration, powered by bold thinking, teamwork, and the passion of our people.

Here, you’ll:

• Move fast and embrace change
• Always look for better ways
• Grow, thrive, and help shape what’s next

Join us and be part of a culture where you can make an impact while building your future.

What You’ll Do:

• Demonstrate cross-functional collaboration to effectively support the executives and their team’s productivity while maintaining the highest standard of confidentiality, professionalism, and discretion regarding all company and customer information
• Provide a high level of responsiveness to executive ad-hoc requests related to project management, presentation development, and business analysis
• Manage and coordinate multiple calendars and schedule requests to arrange productive in-person and virtual meetings and events
• Create agendas, coordinate, and prepare materials, capture and distribute meeting minutes and follow-up tasks to ensure the completion of matters related to day-to-day operations, as well as special projects
• Communicate effectively with key business partners to understand projects and drive next steps
• Develop correspondence, spreadsheets, reports, presentations, and surveys using advanced features in the Microsoft Suite software, as well as other software and technology
• Create, collect, and maintain internal resources and documentation on collaboration sites including SharePoint and the Jewelers Mutual intranet
• Proofread and provide suggested edits to documentation prior to distribution to internal and/or external parties
• Arrange travel reservations, technology and meeting logistics, event planning and catering, which includes the analysis of multiple options to meet the needs of the traveler/meeting attendees while maximizing cost savings for the company
• Code and submit expenses and invoices to the appropriate business area(s), and report budget variances regularly. Work with Strategic Sourcing and Resilience and Legal Department, as needed, to initiate non-disclosure agreements, contracts, and service level agreements with external parties and assist with renewals and vendor invoicing, as requested

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What You’ll Bring:

• Associate’s degree in a related field required, Bachelor’s degree preferred
• Minimum of three years of experience supporting executives in a fast paced, innovative atmosphere
• Experience working with high-performing teams in complex environments
• Proficiency in common software applications, including MS Office Suite, Outlook, PowerPoint, SharePoint, and Visio.
• Interact with a positive attitude, professionalism, and discretion with the ability to create and maintain relationships with a wide range of stakeholders at all levels of the organization
• Skillful execution of administrative activities with high attention to detail, strong organizational and time management skills, and the ability to prioritize and follow-up
• Self-motivated, takes initiative, and able to multi-task and shift course with speed and decisiveness
• Sound judgment, anticipates needs/issues, and is a resourceful problem solver
• Outstanding written and verbal communication skills, as well as interpersonal skills
• Demonstrated experience creating compelling, engaging communications through a variety of mediums, including written/email, PowerPoint, intranet, and videos with adaptability to learn new tools