Jobs and Careers

Administrative Assistant

Southborough, United Statesfull_timeVerifiedPosted 15 Apr 2025

About the role

Built on meritocracy, our unique company culture rewards self-starters and those who are committed to doing what is best for our customers.

WHO WE ARE:

Brown & Brown of MA - Southborough is a full-service health and welfare benefits consulting firm. Our reputation for exceptional service, thought leadership, and innovation is the direct result of our teammates and their passion for excellence.

WHO WE ARE LOOKING FOR: An exceptional Administrative Assistant for our growing team in Southborough, MA! This is a full-time in office, customer facing role. We seek an enthusiastic team player who believes in working hard and having fun in a collaborative environment. Our team is customer-driven and values the importance of strong relationships, professionalism, and trust. As an organization, we deeply value teammate development for success and will provide you with the tools and resources to excel.

ESSENTIAL DUTIES AND FUNCTIONS:

Assistant to the Office Manager
Provide administrative assistance to teammates and client teams
Reception duties such as greeting customers and other guests upon arrival to the office and manage multi-line phone calls, etc.
Maintain Reception and conference rooms in an organized, clean, and professional manner
Manage complex calendar of internal and external meetings for teammates
Create, update, and proofread client presentations/deliverables utilizing MS Word and PowerPoint
Print and bind client deliverables
Assist the Office Manager with B&B Insurance Operations - Multiple responsibilities to ensure IO procedures are being followed by all
Assist Office Manager with event planning and coordinate and order food/beverage for internal meetings, including vendor lunch and learns
Assist Executive Assistant with monthly Town Hall meetings
Support Office Manager with onboarding of new teammates
Prepare expense reports utilizing Concur Travel Management Software for designated leaders
Sort and distribute mail. Organize any outgoing mail/shipments
Work in conjunction with finance team to ensure all external checks are mailed accordingly
Oversee and maintain office and kitchen supply inventories, keeping record of all receipts, and track accordingly on monthly spreadsheet
Keep common areas, along with kitchens clean and neat
Coordinate building maintenance and vendor service requests
Unlock/lock office entrances daily
Perform other duties, as needed

REQUIRED

Proven experience as an Administrative Assistant (2+ years)
Associate degree or higher level of education
Proficiency with MS Office Suite, particularly MS Word and PowerPoint
Highly proficient with MS Teams Conferencing
Ability to work independently in a demanding environment
Meticulous with excellent organizational and time management skills
Excellent telephone demeanor and communication (oral and written) abilities
Working knowledge of office equipment, such as printers and conference meeting room equipment
Ability to maintain a high level of confidentiality
Be a team player

PREFERRED

Industry Experience with Consulting, and/or Broker firm
Working knowledge of Zoom and/or Webex meeting platforms
Prior experience with Concur Travel Management System, Dynamics, Constant Contact Email Marketing tool, and/or Loopio/ RFP software.

PHYSICAL REQUIREMENTS NECESSARY ON A REGULAR BASIS

Manual dexterity, arm, and upper body range of motion sufficient for use of a keyboard, mouse, and telephone 7-8 hours per day
Speech and hearing sufficient for in-person, MS Teams, and telephone communication 7-8 hours per day.
Vision sufficient for use of a computer monitor.
Ability to sit at a desk 7-8 hours per day.
Able to lift 25 – 30 lbs.
Reliable transportation to and from work.

WHAT WE OFFER