New Business Administrator & Executive Assistant

Purpose and Success Factors

The Executive Assistant/New Business Administrator supports our team with office administration, client service, and operational coordination, contributing to the successful business operations of the organization. The incumbent is directly responsible for timely and efficient administration of new business applications received from sales associates. Must be able to consult and coordinate with business operations manager, sales managers, sales associates and key Guardian associates on matters pertaining to new business from time of receipt through final disposition.

Critical factors of success for the incumbent include:

• A trusted associate of the agency team.
• Demonstrated expertise in all areas of insurance application processing in a small business environment.
• Fosters collaborative relationships between individuals and functional areas within the organization.
• At an advanced level, master the nuances of field underwriting and partners with sales associates to improve the quality of the application submission

Major Responsibilities

Office administration

• Overseeing office administration, including managing supplies, office equipment, and mail distribution.
• Providing front desk support by greeting clients and candidates, coordinating communication, and ensuring excellent client service.
• Assisting advisors with scheduling, recruiting coordination, and general administrative support.
• Managing accounting data entry tasks, project coordination, and event planning to support business operations.

Manage incoming applications

• Follow effective and efficient routines to identify when new business comes in from sales associates and continue field underwriting process
• Evaluate applications for completeness and reconcile with sales associates as needed
• Input into Guardian proprietary systems for underwriting
• Promptly reconcile problems and outstanding items to prevent delays in the submission process

Manage pending business

• Follow progress of all applications through home office underwriting process
• Order underwriting requirements and update status in agency records accordingly
• Correspond with sales associates to follow up on outstanding requirements. Provide timely and regular status reporting to them
• Correspond with Home Office case managers and underwriters to reconcile all matters that could hinder efficient policy issue

Manage issued business

• Follow effective and efficient routine to identify newly issued business and understand delivery requirements
• React promptly to prepare policy for delivery and route to sales associate via appropriate delivery method
• Establish and maintain methods for following up with sales associates to assure prompt policy delivery
• Establish and maintain effective follow up to ensure the delivery requirements are received by Home Office and policy is recorded as paid

Audit and reporting

• Be proficient in use of Home Office new business reporting tools and be prepared to provide up-to-date status to agency leadership and sales associates
• Maintain confidential or sensitive financial files in a secure location under lock-and-key

Education/Experience

• Minimum high school diploma required, some college a plus
• Field insurance underwriting experience preferred
• Life and health insurance license preferred

Knowledge, Skills & Abilities

• Ability to multitask and apply time management best practices in fast-paced agency environment
• Tact, good judgment, and the ability to communicate effectively both verbally and in writing
• Self-starter who takes initiative and champions ideas and innovations
• Must be able to keep sensitive information confidential
• General computer skills – Microsoft Business Suite
• Must be detail oriented and well organized

Competency

• Analytical thinking
• Focusing on detail
• Self-assurance
• Collaborates with others
• Demonstrates business knowledge
• Demonstrates initiative

Salary Range: $50,000 – $55,000 annually

Location: On Site 5 days/week