Administrative Assistant

• The Administrative Coordinator - Senior is responsible for the coordination of various administrative functions for a major service line or a group of leaders in a time sensitive, accurate, and confidential nature.
• Primary responsibilities include task tracking, organization of data, calendar management, correspondence, travel/expense management, response to inquiries and requests, meeting management, and support of local facility needs.
• The Administrative Coordinator - Senior works closely in a proactive manner with their assigned group or leader(s) and serves as a liaison with other internal and external stakeholders.
• Under the direction of the leader(s), caregiver may be assigned special projects and may lead out on teams and initiatives with associated deliverables.
• Work is often cross functional and may involve multiple facilities, sites, and/or service lines/departments.
• The Administrative Coordinator - Senior provides support of a technical nature including remote meeting management, facilitation of presentations, and management of multimedia needs both by the leader(s) and meeting support.
• May be responsible for department day to day operations and goals that relieve and assist the leaders of routine project or advanced administrative duties.
• The Administrative Coordinator - Senior may supervise other Administrative Coordinators.

Senior Administrative Coordinator

• Processing mail, filing documents, greeting visitors, answering moderately complex email and telephone requests and preparing and setting up meetings including food orders and materials
• Communicating professionally with internal departments and external groups
• Maintaining and ordering office supplies including operating materials, breakroom supplies and event items
• Using computer apps and software to schedule meetings, appointments and maintain multiple calendars
• Making travel arrangements and expense reimbursements
• Supporting projects, programs, or processes
• Records management support including document repository
• Assisting with purchase card reconciliation and other basic budget activities
• Event planning and support
• Back-up support to office manager

Admin Assistant 2

• This position processes missionary service decisions, as determined by the Brethren, by providing counsel and support to priesthood leaders in matters of missionary service eligibility.
• Plays a pivotal role in maintaining the assignment calendar and coordinating with the Quorum of the Twelve office.
• Coordination with the administrative assistants of individual Apostles is also a key responsibility, particularly addressing special requests for assistance.
• Actively supports the manager of pre-field services by performing various administrative duties.
• This includes scheduling and coordinating meetings, collecting and organizing data, compiling information and maintaining filing systems pertaining to missionary assignment decisions.
• Preparation of a substantial volume of correspondence each month for the Missionary Department Executive Director and Assistant Executive Directors to sign.
• The customers for this position are the Quorum of the Twelve, General Authorities, priesthood leaders, prospective missionaries, and pre-field management.

Prefield Admin Assistant 2 – Missionary Department

• Provide comprehensive support to the Leadership Development team by coordinating and managing logistics for the leadership development department.
• Be an ambassador for our Ascend leadership brand.
• Book hotels, order food, and manage various administrative tasks within Pennant systems.
• Handle scheduling and coordination of meetings and calls through Outlook.
• Ensure seamless communication and organization.
• Coordinate logistics for leadership development training and events, including booking hotels, travel arrangements, meal plans, and activities for after meetings.
• Manage event calendars, send invitations, and track attendee form responses.
• Collaborate with vendors and venues to ensure smooth event execution.
• Prepare and distribute training materials and resources.
• Perform administrative tasks in Pennant systems, including data entry, tracking, and updating records.
• Organize and maintain training documentation and reports.
• Serve as a point of contact for coordination inquiries related to leadership development events.
• Collaborate with internal departments to support seamless coordination.
• Identify and implement process improvements to increase efficiency.
• Ship out new hire welcome boxes and training materials.

Leadership Development Administrative Assistant

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.
• Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.
• Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.
• Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.
• Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.
• Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.
• Maintain preconstruction filing systems in accordance with company standards.
• Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.
• Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.
• Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.
• Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.
• Ability to work remotely and manage work load in an independent environment.

Administrative Assistant – Pre-Construction

• Provide advanced administrative and clerical support to Account Managers, Brokers, and departmental operations
• Mentor peers, assist with onboarding and training initiatives, and serve as a resource to strengthen team knowledge and performance
• Contribute to special projects and lead efforts to identify and implement process improvements that increase efficiency and effectiveness across the team
• Prepare, review, and distribute essential insurance documents such as quotes, finance agreements, Accord applications, bind requests, invoices, and state affidavits
• Perform policy checks, renewal notifications, and loss run requests to maintain program accuracy and compliance
• Accurately document and track all transactions in AMS and other Veracity systems, ensuring transparency, data integrity, and regulatory compliance
• Support audits and document reviews by verifying transactions and assisting with internal and external surplus lines requirements
• Partner with Sales teams and other departments to deliver responsive service support that enhances client satisfaction and program performance
• Manage team and group email inboxes and provide frontline communication support, including phone coverage, to ensure timely and professional responses
• Provide reliable backup for administrative functions while upholding confidentiality, professionalism, and a strong customer service orientation
• Required to perform other duties as requested, directed, or assigned

Senior Administrative Assistant

• Obtain and maintain a Property & Casualty (P&C) insurance license
• Manage Assistant and group email inboxes promptly and accurately, ensuring timely responses and proper task routing
• Provide phone coverage and frontline communication support for the organization
• Prepare and distribute quotes, finance agreements, ACORD applications, bind requests, invoices, and state affidavits
• Conduct policy checks, renewal notifications, and request loss runs
• Ensure proper documentation is prepared, received, reviewed, and submitted accurately and in compliance with surplus lines requirements
• Document and maintain transparency of all transactions within AMS and other company systems
• Assist in internal and external surplus lines audits by verifying transactions, documentation, and regulatory compliance
• Apply strong working knowledge of insurance administrative processes and AMS operations to ensure consistent accuracy and efficiency
• Identify, own, and resolve administrative or documentation issues proactively, escalating appropriately when necessary
• Manage evolving priorities and shifting deadlines independently while maintaining high levels of accuracy and responsiveness
• Support onboarding, training, and mentorship of new or junior administrative team members as needed
• Utilize AI-enabled tools and internal systems to improve efficiency, accuracy, and workflow organization where appropriate
• Support Sales teams with service-related items and administrative needs
• Provide backup support for administrative duties, including mail handling and general office coordination
• Handle sensitive client and financial information with discretion, professionalism, and strict confidentiality
• Contribute to process improvement initiatives and cross-functional projects as assigned
• Maintain regular and timely attendance
• Required to perform other duties as requested, directed, or assigned

Technical Administrative Assistant

• Support reporting and data tracking to inform academic decision-making
• Facilitate clear, timely communication with students, faculty, and staff
• Maintain accurate electronic records (employee files, syllabi, student forms, meeting minutes, and more)
• Record and manage minutes for academic and committee meetings
• Assist with onboarding new team members
• Prepare financial request forms and administrative reports
• Conduct research and gather external data (statistics, costs, trends)
• Coordinate academic meetings, including: Agenda development with presenters, Calendar invitations and logistics, Virtual meeting hosting (Zoom facilitation, screen sharing), Post-meeting summaries and recordings
• Support academic committees by managing agendas, documentation, and follow-ups
• Assist with program orientation and fieldwork documentation
• Help organize continuing education events and faculty meetings
• Maintain inventory and coordinate correspondence (including guest speakers)
• Support updates to academic catalogs, handbooks, and exam schedules
• Contribute to special projects and initiatives across Academic Affairs

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