Administrative Specialist - (Hybrid)

At TruStage, we’re on a mission to make a brighter financial future accessible to everyone.  We put people first, and work hand in hand with employees and customers to create a diverse and inclusive environment. Passionate about building insurance, investment and technology solutions, we push the boundaries of what’s possible. We need you to help us shape what’s next. You’ll be encouraged to share your experiences, ideas and skills to help others take control of their financial future.

Join a team that has received numerous awards for being a top place to work: TruStage awards and recognition

Job Purpose: 
 

This position requires a thorough understanding of appropriate business practices, divisional activity, and TruStage’s mission and general operating procedures.  Lead multiple projects and handle complex assignments, materials and tasks. Assist and/or lead major event/meeting planning.  Keep abreast of existing and emerging corporate and division information technologies to assess their impact on business needs of the area.  Provide training and support to department staff to ensure effective and efficient use of information technology.

Job Responsibilities: 
 

• With limited direction, this position identifies and anticipates management needs and proposes processes/solutions.  Based on understanding of the manager's style and the intended recipient/audience, the incumbent prepares and composes correspondence, communications and presentation materials from limited specifications.  This means having the knowledge and confidence to independently create these materials and make recommendations for subsequent review.
• Proactively partner with manager(s) to understand all office operations.  Manages schedules/calendars and emails to maximize efficiency of manager.  Incorporate standing meetings.  Decide on necessity, timing and length of appointments requested by others.  Review incoming messages and correspondence to update calendar and resolve scheduling discrepancies.  Respond to emails as appropriate.  Provide advanced communications support.  Specifically; extracting information from requestors, clarify, filter, screen and prioritize incoming requests for manager.
• Maintain master schedule of proposals, presentations, plans, materials and reports.  Ensure materials are developed in a timely manner.  Create complex materials (e.g., presentations, customized proposals/contracts, business and/or marketing plans and reports) used with or for internal and external customers.  Use technology and independent judgement to determine and advise others of the most appropriate design and preparation of this information. 
• Coordinate, lead or perform high-level support activities across department/division/function for specific assignments.  Exercise initiative and creativity in proactively seeking proposed solutions to problems within the department/function.  Based on knowledge of department/function, and on behalf of manager, proactively address issues.  Contribute ideas and strategies for process improvements that will increase customer satisfaction and positively impact your team and area. Lead or participate on multiple projects/assignments from inception to completion and solicit participation of other team members to ensure timely completion.  (This could include being a participant in a cross-functional team.  Facilitate and contribute to project teams and complete all assignments on time.) 
• Determine and build relationships with internal and external customers.  Maintain a high degree of professionalism, tact and sensitivity to strengthen TruStage's image in the marketplace.  Interact with the Executive Team in connection with projects/assignments. 
• With an advanced/expert level of proficiency relative to designated "off the shelf" and 'corporate' software to include the internet/intranet, initiate, develop and complete projects in a timely and cost-effective manner based on personal discretion within division/department guidelines.  Act as a primary support resource for other administrative staff as well as managers/areas of support as it relates to this software.  Participate in pilot groups for new software and assist in making recommendations for usage as well as participate in the implementation/training. 
• Working with manager/function, organize and/or lead major events and/or meeting planning related to the