Coordinator/executive assistant job description

Lyons Insurance, Inc. is currently seeking an Executive Assistant / Office Coordinator to fill a role in our Lake Charles, LA office.

This overview is not intended to be an exhaustive description of job responsibilities, but a solid overview of the Agency’s expectations of the person in this role.

The Executive Assistant/ Office Coordinator will manage the day-to-day business activities of the Agency President, including providing strategic management of the Agency President’s busy and complex schedule, coordinating meetings with internal and external contacts, and managing special office projects/duties as designated by the Agency President and Dept. Staff. The role is an Agency support position, as the Executive Assistant is a key liaison among staff members and between the Agency President, colleagues and customers. This person will need to be extremely trustworthy as he/she will be entrusted with data and information that needs to be kept in strictest confidence.

Additionally, the Executive Assistant will assist staff with Insurance Online Rating and Data Base Management and Marketing

Contribute to and lead special projects across various areas of the organization. This position wears many hats and it is imperative that the applicant understands that this role is more than just administrative and requires commitments to working above and beyond normal operating hours when necessary.

**In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment.
Executive Support
This position works hand in hand with the Agency President – it is important that the incumbent is a strong communicator and understands the role of executive support.
· Organize and coordinate the Agency President’s daily calendar—scheduling all appointments, This will include personal appointments not related to the Agency.
· Sort Agency President’s email daily.
· Manage and arrange travel Agency Travel.
· Proactively consider needs related to calendar, travel and customer engagements.
· Assist in Inventory and purchasing of all office supplies within Budget
· Assume tasks as requested for multiple corporations associated with the Agency President
· Support the Agency President Staff as needed in preparing for customer engagements or other internal or external meetings conducting research and other similar tasks.
· Assist in answering the organization’s main line and direct calls as needed to staff and screening calls if necessary.
· Assist other senior staff members with data entry and other Insurance Online Rating.
· Other administrative duties as needed.
Office Management
· Serve as the key point of contact for main office such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed and contacting the proper personnel for maintenance.
· Monitor and maintain inventory of necessary office supplies; order supplies as needed for basic supplies stocked, and to fulfill special requests from staff (ideally twice per month) using the most cost-effective means to do so.
· Design, communicate and oversee implementation of office operations, policies and procedures when needed.
· Maintain and update office phone list, email distribution lists, and other similar systems.
· Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.
· Maintain responsibility for communicating with Agency’s contracted janitorial service if issues arise.
· Coordination with Agency’s IT provider with issues related to computers and software
· Special projects and Budgets as designated by Agency President.
· Professional dress and personal presentation are critical.
· Other duties as assigned or as they arise.
Responsibilities:
· Act as the point of contact among Agency President, employees, clients and other external partners (banks, mortgage companies, etc.)
· Manage information flow in a timely and accurate manner
· Format information for internal and external communication – memos, emails, presentations, reports
· Screen and direct phone calls and distribute correspondence
Prepare correspondence, presentations, reports and other special projects for President of the Agency and/or office staff members. This includes composing and editing key communications and documents. Communicate in person and through correspondence with various levels of contacts both inside and outside the company. Maintain contact lists and facilitate Agency marketing efforts. Receive and distribute office mail when it arrives in a prompt and timely manner.
· Perform general office duties, such as photocopying, scanning and sending materials out via standard/certified mail, UPS, FedEx, etc. Anticipate administrative needs and availability of the President.
· Run errands for Agency President (pick up supplies, getting lunch, etc.)
· Aid Agency President in preparing for meetings (binding proposals, setting appointments, etc.) to include Insurance Carrier meetings out of town generally without overnight travel.
· Managing email and inbox organization across a number of email accounts
· Assisting office staff with Insurance Carrier password resets or providing Agency Information to the Carriers when requested.
· Assist in marketing and advertising efforts for the Agency.
· Other duties as assigned.
Qualifications
· Professional attitude and demeanor, you will be the first face a customer sees in the Agency and the first voice a customer hears when calling the Agency
· Experience in managing multiple priorities, administrative coordination, and logistics
· Well-organized, detail-oriented, ability to multi-task with great follow-up skills
· Strong ability for email organization and Office 365 Professional
· Proactive and intuitive individual
· An observant, patient and empathetic person
· Strong written and verbal communication skills
· Ability to learn how to mimic the tone and communication style of an Agency President
· Willingness to assist other team members with Online Rating of Insurance Products and other Data Entry
Work experience as an Executive Assistant, Personal Assistant or similar role Minimum of High School Diploma, some college or degree preferred Excellent MS Office knowledge specifically Word and Excel Working knowledge of an iPhone and its capabilities (the Agency President operates off of an iPhone) Outstanding organizational and time management skills Familiarity with office gadgets and applications (i.e., e-calendars and copy machines, scanners, etc.) Excellent oral and written communication and interpersonal skills. Ability to execute and exhibit good judgment. High level of professionalism. Experience with Insurance Agency software, particularly Applied TAM, is a plus but not required A demonstrated ability to plan effectively, but the flexibility to handle the unexpected. Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse issues that may arise. Willingness to learn new things and be open to feedback High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects. Willingness to obtain an insurance license. Desire for long-term relationship with the Agency-we are looking for someone who is looking for a lasting career.
Company DescriptionEst. in 1960 Lyons Insurance & Financial Services is a locally Owned Independent Insurance Agency with a keen concern for employees and emphasis on education and employee advancement. We strive to provide the ultimate protection for our clients at the best possible premium that is available. We operate in Western Louisiana as well as East Texas and are a member of a state wide cluster/aggregator, Northlake Insurance Group,LTD.

The position is responsible for providing 1) overall administrative coordination of day-to-day operational and administrative activities for and across the Division of Palliative Medicine and 2) executive assistance to the Division Chief in service of supporting the mission and goals of the Division. Key responsibilities will include serving as a central point of contact for Division faculty and staff on operational and administrative matters: submitting IT/facilities tickets/work orders, ordering and tracking supplies/inventory, submitting purchase orders and expense reports, tracking and assigning space, supporting finance and HR tasks including tracking invoices/payments, check deposits, cost transfers, financial reconciliation, submitting HR tickets, supporting recruitment efforts, running reports and generating graphs/charts, contributing to Division and team meetings, creating meeting agendas and minutes, and supporting special projects that add to the success of the Division or improves employee engagement/experience; providing administrative support to the entire interdisciplinary team of the inpatient consult service, including managing the schedule of attendings and learners;; managing all aspects of Division meetings and special events, including direct management of calendar and event activities, coordinating, researching and organizing meeting and event materials and logistics; maintaining Division communication resources; and providing high-level project and administrative support to the Division Chief including managing the Chief's complex and shifting calendar.

The Administrative Coordinator may also be involved in program-specific projects led by faculty/program directors in areas of research, clinical operations, and/or education. The Administrative Coordinator may also support Division communications/marketing tasks such as Twitter feeds, Wiki, and/or website updates.

The ideal candidate will be customer service minded, organized, professional, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities. In addition, a strong candidate will demonstrate autonomy and the initiative to learn policy, systems, processes and culture. The candidate may work on projects that are highly sensitive or complex in nature, requiring the individual to work with a high level of independence, initiative, organization and flexibility. Since the individual will interact with a wide range of audiences, including patients at times, diplomacy, professionalism, and tact are essential, together with excellent verbal and written communication skills. The individual must demonstrate excellent judgment in selecting methods and techniques for obtaining solutions.
Department Description


The Division of Palliative Medicine is in the Department of Medicine at UCSF. Palliative care is specialized medical care for people with serious illness. This type of care is focused on providing relief from the symptoms and stress of a serious illness, with the goal of improving the quality of life for both the patient and the family. Launched in 2018, the Division aims to make palliative care routine at UCSF Health so that every patient with a serious illness and their family has access to high quality palliative care. Faculty and staff within the Division have been nationally and internationally recognized as a leaders in palliative care for clinical innovation, education, research, and training since 2000. The Division has financial and administrative relationships with the Department of Medicine and UCSF Health, and aims to advance the clinical, research and educational missions of the University. The Division runs 5 clinical services in both inpatient and outpatient settings primarily split between Parnassus and Mission Bay campuses. It also administers many local, regional, and national programs aimed at defining and promoting high quality palliative care, and supporting the ongoing education and development of individual clinicians and palliative care teams.


Required Qualifications



Bachelor's degree in related area and / or equivalent experience / training. Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels verbally and in writing. Demonstrated active listening and critical thinking. Solid organizational skills and ability to multi-task with demanding timeframes. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. Demonstrated ability to manage complex scheduling Ability to work independently as well as part of a team Proficiency in MS Office Suite, specifically Word, Excel, Outlook, Teams, and PowerPoint At least one year of relevant experience



Preferred Qualifications



Experience with systems such as MyAccess, MyExpense, BearBuy and other UCSF systems



About UCSF


The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.


Pride Values


UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce.We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care.Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.


Equal Employment Opportunity


The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Consumer & Retail Group Executive Assistant / Operations Coordinator

Who We Are:
Alvarez & Marsal (A&M) is a premier independent global professional services firm specializing in providing turnaround management, restructuring, performance improvement and corporate advisory services.

Alvarez & Marsal's Consumer & Retail Group is targeting high growth in the next 2-4 years. We are a team of seasoned consultants and world class operators who have a true passion for the clients, industries and sectors we serve. Established almost three years ago, we also have the backing of a restructuring powerhouse and have adopted its culture of entrepreneurship and a bias for action.

Building a legacy for our people is just as important to our team as building a legacy for our clients. CRG's leaders invite you to be a part of molding our practice into something extraordinary. Our people's passion and authenticity make CRG a world-class team.

We are Seeking:
An energetic, dynamic and entrepreneurial assistant with experience in a fast-paced environment and a strong sense of humor Candidates who have experience partnering with both internal and external personnel, often at upper and executive-management level Ability to manage multiple tasks concurrently, comfortable navigating new systems and tools and able to meet deadlines under pressure
Your Role Will Include:

Administrative Support:
Partner with CRG MD's: provide support with complex calendars, arrange intricate travel / logistics, process time and heavy expense report submissions Coordinate meetings, conference calls, process invoices, prepare and edit correspondence, communications, presentations and other materials Work with the EA team to provide coverage for Managing Directors during time out of the office.Conflict check memos and project code creation, invoicing Vendor and subcontractor invoice management and tracking Conference room scheduling and catering orders, logistics (reservations) Handle filing, mail, packages, prep and distribute meeting materials, greet clients and visitors for CRGWork with internal teams building and leveraging relationships across the organization and clients projects Identify opportunities to improve work processes and contribute to best practices protocols for shared team documents.

Operational Support:
Provide operational support on projects and other practice building efforts as needed.

You are:
Proactive, resourceful, and instinctive, with a natural ability to solve problems and seek new information. A team player who thrives in a fast-paced fun work environment with action-orientation and drive.A strong communicator in any medium (email, teams, phone, text) and enjoy collaborating internally across the firm and externally with clients.Experienced in strong decision making and have exceptional time management and prioritization skills; you're able to see the "big picture" and handle all the small details.Willing to receive feedback, desire and capacity for learning and growth and ability to work with ambiguous and changing priorities.

Location:
This role can be based out of Alvarez and Marsal offices in the following locations: Houston, Dallas, Denver, Chicago, New York or San Francisco with the flexibility to work remote.This candidate will be likely required to work across time zones and work overtime as needed to support the Managing Directors, Operations, and Recruiting

You have:
A Bachelor's degree with 2 - 5+ years working as an Assistant or Recruiting Coordinator role in a professional services firm / management consulting firm Excellent computer skills - MS Word, Excel, PowerPoint, OutlookExcellent experience with Concur or other expense reporting tool Experience with Concur or other travel booking tool, Agresso or other time management tool

Benefits
Flexibility to work remotely Small team, ability to make large impact Comprehensive health, dental, vision, wellness programs (discounted memberships, health coaching, onsite snacks/drinks), paid time off, retirement savings plans, life and disability, training and learning portals - courses, workshops and much more!

Who will you be working with?
We are not a typical consulting firm. We are a group of entrepreneurial accounting professionals who embody the A&M Core Values - inclusive diversity, integrity, quality, objectivity, fun and personal reward while delivering a tailored and scalable approach to working with private equity, hedge fund, and corporate clients. We present you with opportunities, not a playbook, and we reward you based on performance, not your tenure.

How will you grow and be supported?
As a demonstration of A&M's strong commitment to its people, we offer benefits to support your career, personal and professional developments. This includes performance-based career progression and promotion process, high quality practice-wide training programs, a global mobility program, rotation opportunities in other practice areas, employee resource groups, and a health and wellness program. Click here to learn about our commitment to your well-being.

A&M recognizes that our people fuel our growth, and you and your team will be provided with the best available training and development resources, as well as networking opportunities. Click here to learn more about why A&M is a great place to work.

Diversity & Inclusion

A&M's entrepreneurial culture celebrates independent thinkers and doers who can positively impact our clients and shape our industry. The collaborative environment and engaging work-guided by A&M's core values of Integrity, Quality, Objectivity, Fun, Personal Reward, and Inclusive Diversity-are the main reasons our people love working at A&M. Inclusive Diversity means we embrace diversity and we foster inclusiveness. It runs through how we recruit, develop employees, conduct business, support clients, and partner with vendors. It is the A&M way.

Voluntary Inclusion
It is Alvarez & Marsal's policy to provide and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination because of race, color, sex, sexual orientation, gender identity, family medical history or genetic information, political affiliation, military service, pregnancy, marital status, family status, religion, national origin, age or disability or any other non-merit based factor in accordance with all applicable laws and regulations.

Unsolicited Resumes from Third-Party Recruiters

Please note that as per A&M policy, we do not accept unsolicited resumes from third-party recruiters unless such recruiters were engaged to provide candidates for a specified opening. Any employment agency, person or entity that submits an unsolicited resume does so with the understanding that A&M will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.