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Service Team Support Specialist: aka Office Ninja/Executive Assi

Insurance | Palatine, IL | Full Time

Job Description

We are searching for an office ninja whose administrative skills are dauntingly impressive. What does that look like? It is someone that can strut through the office with extra swagger in their step because everything is under control and the office is running efficiently.

As a Service Team Support Specialist, you are the lynchpin of the office, the glue that binds everyone together and the first person our people approach when there’s a problem, which can range from being a high priority project, to just needing a new stapler. You’re also the right-hand person to our location leadership team.

Here is what you’ll do:

You will be working with the entire team in the office, as a jack of all trades, through administrative support and being an extension of our service teams and leadership. With a range of responsibilities at your feet, you will need to easily juggle numerous priorities without breaking a sweat – pressure is no match for you. 

Here is the challenge –

  • Even though it will not come with a fancy gold pin, you’ll be “The Hand” to our location leadership.  You will help manage email boxes, take notes during various discussions, transcribe some audio to text, run errands, schedule meetings, etc.
  • You’ll play a pretty large part in the effectiveness of our office – so bring with you all your different hats! You’ll be our director of first impressions and help with incoming calls. Troubleshooter for everything and anything - whether it be the printer or a special project. Distributor of all incoming mail and preparer of all outgoing mail.  You’ll lead efforts with the location’s event planning – summer outing, holiday gathering, ordering lunches, coordinating flash challenges, etc.
  • You’ll deliver insanely great service to our service teams and our clients. You’ll assist internal service teams with the handling of certificates and MVR requests. You will also be the go-to guy or gal for special requests that come up - Microsoft office products guru is a must.
  • The biggest challenge is having unparalleled flexibility. You’ll have to roll with the punches and be able handle anything that comes your way – adapting and improvising is critical.

Here is what you’ll become:

You’ll become a trusted lifeline – you will interact with staff at every level across all our locations and help drive company initiatives. Based on your drive and desires, your path can go several ways – promotion to our senior level, become a team lead or head on over to the insurance service side.

Who we’re looking for [desired skills and experience]:

We’re looking for someone who’s managed an office before, or has worked fulltime as an assistant for someone who had a very full schedule. You must be detail-oriented with a laser focus; you can organize yourself out of a shoebox and get along with just about anyone. You’re the guy or gal on the team that makes sure the trains run on time. Your positive, can-do attitude helps keep things on track and motivates those around you. Oh, and a ridiculously good communicator, particularly in writing.