Administrative Assistant

Are you looking for more than just a job? Do you want to have a voice and feel a sense of belonging? At ICW Group, we hire innovative people who consistently adapt, grow and deliver. We believe in hard work, a fun work environment, and embracing creativity that only comes about when talented people collaborate to develop solutions. Our mission is to create the best insurance experience possible.

Headquartered in San Diego with regional offices located throughout the United States, ICW Group has been named for seven consecutive years as a Top 50 performing P&C company offering the stability of a large, profitable and growing company combined with a small-company entrepreneurial spirit. Our purpose-driven ethos provides team members with opportunities to contribute, develop, and belong.

• Receives and screens visitors and telephone calls, and notifies appropriate personnel ensuring timely connection and friendly service.
• Arranges meetings, schedules appointments and orders appropriate supplies necessary.
• Makes travel arrangements for department personnel or hosted visitors as required.
• Prepares and distributes communication, agendas and meeting materials under the direction of the meeting/event owner. Maintains minutes or records of attendance as requested.

• Maintains calendars and project plans for department initiatives.
• Provides program and materials distribution and tracking.
• Composes and distributes correspondence, documents, reports, presentations, and other materials. Ensures accuracy of content and timely reproduction as appropriate.
• Collects and verifies data, and conducts simple analyses.
• May create, maintain, and update various information databases or other technology tools.

• Reviews monthly budget and prepares variance reports for department leadership as requested.
• Generates and reconciles purchase orders and invoices for department spend.
• Conducts monthly department credit card reconciliation and creates expense reports.
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested.
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget.

• Responds to general inquiries concerning department activities in accordance with established policies and procedures.
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents.
• Opens, sorts, prioritizes and distributes mail on a daily basis.
• Maintains inventory and orders supplies and other items on behalf of department.

• High School Diploma or GED required.
• Associates degree from a two-year college with a major or emphasis in Business Administration or related field is a plus.
• Minimum 1 year of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities; or equivalent combination of education and experience.

• Experience and/or education in business mathematics and administrative processes, budgeting or other areas involving working with numbers and data.
• Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required.
• Proficient in Microsoft Word, Excel, PowerPoint and Visio.

• Challenging work and the ability to make a difference
• You will have a voice and feel a sense of belonging
• We offer a competitive benefits package, with generous medical, dental, and vision plans as well as 401K retirement plans and company match
• Bonus potential for all positions
• Paid Time Off with an accrual rate of 5.23 hours per pay period (equal to 17 days per year)
• 10 paid holidays throughout the calendar year
• Want to continue learning? We'll support you 100%