Executive Administrative Assistant - Field Support
Location:
San Diego , California
Posted:
December 13, 2017
Reference:
260651099
#nationwide

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**ADDITIONAL INFORMATION - PLEASE READ CAREFULLY**

The information between the asterisks contains specific information about this position while the information after the asterisks contains general information about jobs in this job family at Nationwide.

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Preferred work location is San Diego

Nationwide Private Client Insurance is a bold insurance company dedicated to the development of our associates, unlocking profitable growth opportunities for our agents and brokers while working relentlessly to meet the distinctive coverage and service needs of our clients. We measure our success by the relationships we build and the trust we earn.

Nationwide Private Client Insurance is a Nationwide company that services the affluent market and holds a rating of A+ from both A.M. Best and Standard & Poor's.

Who We Are: In looking for new and innovative ways to help consumers achieve their financial goals, Nationwide Private Client Insurance was created to serve the affluent and high net worth market for Personal Insurance. We seize opportunities, we are relentless on our clients' behalf, we listen and adapt to our agents and we respect their time. Say "yes" to Nationwide Private Client Insurance!

Responsibilities Include:

Field Office Support

+ Primary point of contact for new associate on boarding (travel, equipment, processing)

+ Work with direction to format and distribute training schedule for new employees

+ Handle general office logistics and operations, onsite management company contact

+ Conference room bookings & coordination

+ Shipping collateral to office or Sales Managers as needed for appointments / events

+ Primary reception of guests

Regional and Strategic Initiative Executives Support

+ Calendar Coordination

+ Travel

+ Expense Reports

+ Supply requests

+ Staff - Call Minutes

Knowledge, Skills, and Abilities

+ Exceptional interpersonal skills and ability to with different personality types with the utmost professionalism

+ Ability to handle continuous change and shifting responsibilities

+ Ability to prioritize multiple requests from various stakeholders

+ Ability to work in a fast paced and results oriented environment

+ Ability to quickly master new technology

+ Demonstrated ability to work independently with limited instruction

+ Strong organization skills and governance to ensure consistent adherence to organizational policies

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JOB SUMMARYPerforms diversified and confidential secretarial and administrative duties in support of any elected AVP position.REPORTING RELATIONSHIPSReports to at least an elected AVP level position. If the business unit uses a secretary pool, this description may be used if the associate predominately supports an elected AVP, providing the duties and responsibilities listed, while reporting to another leader. May support multiple elected AVPs and departments.Direct Reports: Usually have no direct reports but may serve in a lead role.JOB RESPONSIBILITIESCorrespondence/Communications1. Reviews, highlights and prioritizes regular and electronic mail. Compiles mail for executive's review. Redirects mail to appropriate staff members. Maintains follow-up system on action mail by phone or memo.2. Prepares letters, memos and/or reports, often of a confidential nature. Draft responses for approval. Frequently composes and sends correspondence of moderate complexity without review, such as congratulatory letters, and/or instructions on policies and procedures, and responses regarding receipt of information.3. Answers phones, takes messages, and/or redirects calls. Greets visitors. Responds to a wide range of inquiries that are sometimes sensitive in nature.Scheduling/Coordination:4. Maintains executive's calendar. Schedules meetings and conference rooms, prepares and sequences agendas, plans lunch and dinner arrangements, selects menus, establishes time frames, and secures audio visual equipment. Assures that established schedules are maintained.5. Coordinates travel arrangements for executives that include: flight and hotel reservations, ground transportation, meeting schedules, and itinerary preparation for extended travel.6. Processes check requests, expense advances and reports, and other routine requisitions to pay bills, clear expenses and/or order supplies.7. Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits. Assembles materials and prepares detailed exhibits for reports, presentations , special projects and other office related activities.8. Maintains and updates office records, rosters, directories and/or manuals, such as associate files, vacation or weekly meeting schedules, and employee listings.Other:9. Advise other office secretaries on workflow, department or company policies and procedures; provides assistance and support in the training and development of office secretaries.10. Performs other duties as assigned.JOB REQUIREMENTSEducation: High school, vocational or technical business school studies in secretarial science. Some undergraduate level studies preferred. Certified Professional Secretary (CPS) designation preferred.Experience: Five years secretarial experience. Nationwide experience preferred.Knowledge: Knowledge of company policies and organization structure. Basic office planning, administration and corporate procedures and policies knowledge.Skills: Demonstrated initiative and decision-making skills in order to evaluate, recommend, and implement solutions to office workflow problems. Verbal and written communication skills to correspond and interact with all levels of management, external company executives, customers, and other contacts. Ability to proofread own work and the work of others for content and format accuracy. Intermediate mathematical calculation skills. Ability to operate business machines, and personal computer with MS Office Suite (Word, Excel, PowerPoint, Access) and Outlook. Ability to organize information and work with others to resolve problems.Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.Staffing Exceptions: Exceptions to the above minimum job requirements must be approved by the business unit senior leader and the HR executive. There are no exceptions to the reporting relationship for this job.JOB CONDITIONSOvertime Eligibility: Nonexempt (Eligible)Working Conditions: Normal office environment. Non-standard hours and/or overtime required as needed.ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.Job Evaluation Activity: July 19, 2004 SMP/RGJob Family/Function: ADM/SEY

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