Sr. Executive Admin and Department Specialist

Job Description:

Providing for loved ones, planning rewarding retirements, saving enough for whatever lies ahead – our policyholders count on us to be there when it matters most. It’s a big ask, but it’s one that we have the power to deliver when we work together. We collaborate and innovate – pushing one another to transform not just Pacific Life, but the entire industry for the better. Why? Because it’s the right thing to do. Pacific Life is more than a job, it’s a career with purpose. It’s a career where you have the support, balance, and resources to make a positive impact on the future – including your own.

We’re actively seeking a talented Sr. Executive Admin and Department Specialist to join our new Workforce Benefits division. This role will be hybrid and would ideally be based in Chicago, IL, Newport Beach, CA, or Omaha, NE.

As a Sr. Executive Admin and Department Specialist you’ll play a key role in providing a broad range of administrative and technical support to the Distribution leadership team in the Workforce Benefits division. You will report directly to the VP, Head of Distribution of the Workforce Benefits division.

How you’ll help move us forward:

• Assist the VP and (~7-12) Regional Sales Managers (RSMs) with day-to-day admin duties such as, travel, expense reporting, event planning, and reservations.

• Help new team members with training.

• Complete assigned processing, documentation and reports using knowledge of applicable systems and contacts.

• Partner, collaborate and provide guidance to applicable departments and other administrative staff to support Division initiatives, meetings, or projects.

• Manage the meeting calendar for the Distribution VP, coordinating with appropriate stakeholders in the Division and beyond.

• Prepare correspondence and documents as assigned using demonstrated proficiency in written communication.

• Receive and respond to phone calls and emails in a professional and timely manner.

• Build strong rapport with peers across the enterprise, ensuring smooth coordination of Division activities.

• Professionally interact with a variety of individuals at every level, from the mail room to the C-suite, and all types of external visitors.

• Serve as point of contact for all internal and external visitors and interact with them in a professional manner.

• Anticipate the needs of the Distribution VP of the Workforce Benefits Division and act accordingly.

• Complete miscellaneous tasks and projects, as assigned.

• Treat and address applicable issues with utmost sensitivity and confidentiality.

• Use Microsoft Excel, Word, PowerPoint and Teams to complete assignments as required. 

The experience you bring:

• 5+ years administrative experience supporting senior level executives.

• Approachable, professional, and self-motivated individual with a positive and can-do team player attitude.

• Ability to make independent decisions regarding planning, organizing and scheduling work.

• Excellent organizational skills, ability to prioritize and handle multiple tasks, independent thinking, maintaining confidentiality, use of discretion, ability to handle time sensitive projects and adapt to changes quickly.

• Excellent problem solving and administrative skills to handle a wide variety of complex situations.

• Ability to resolve conflicts involving specific administrative responsibilities.

• Extremely detailed-oriented and use of sound judgment.

• Excellent oral and written communication skills, ability to work well with all levels of people within the organization, inter-department coordination and organization skills.

• Strong experience with Microsoft Office 360 applications (Excel, PowerPoint, Teams and Outlook) and Adobe Acrobat.

You can be who you are.

People come first here. We’re committed to a diverse, equitable and inclusive workforce. Learn more about how we create a welcoming work environment through Diversity, Equity, and Inclusion at www.pacificlife.com. What’s life like at Pacific Life? Visit Instagram.com/lifeatpacificlife.

Benefits start Day 1.

Your wellbeing is important. We’re committed to providing flexible benefits that you can tailor to meet your needs. Wh