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Administrative Assistant

Company: TalentHub Worldwide
Location: New York
Posted on: February 16, 2020

Job Description:

Company Description

Risk Insurance Company

Job Description

Risk Insurance Firm located in Midtown seeks an Administrative Assistant for an immediate permanent position.



Department: Claim & Litigation Services

Reports To: Executive Assistant to SVP Claim & Litigation Services

POSITION OBJECTIVE:This position provides administrative support to the claim department, including clerical and secretarial functions, word processing and calendar management, data entry, screening and routing mail and phone calls, as well as responsibility for other administrative duties.


  • Perform regular general secretarial duties including preparing and finalizing basic correspondence (memos, forms, letters, and reports), filing, data entry (Excel and other software), copying, scanning and uploading documents to the FOJP proprietary claim filing system.
  • Draft and finalize Agendas and letters, as well as Summonses & Complaints.
  • Schedule claim department meetings using Outlook, interfacing with claims team and administrative staff at hospitals on an ongoing basis to keep calendar updated. For each calendar appointment, ensure appropriate materials are attached and correct location is listed.
  • Enter data, on an ad hoc basis, to maintain regular departmental reports. Maintenance to client contact database, defense counsel database and various committee contact lists.
  • Serve as additional backup (in concert with the Claims Data Coordinator) to Executive Assistant in phone coverage, answering phones for SVP, Claim and VP, Professional Liability Claim when Executive Assistant is not at her desk or is out of the office.

  • Assist SVP's office with large projects, as needed. This may include the compilation, scanning, bookmarking pdfs, and binding hard copies for use in various file audits and meetings.

  • Screen and route telephone calls, responding to routine questions; route incoming mail and prepare outgoing mail.
  • Perform other duties or special projects as required or as assigned.

  • All correspondence and departmental reports have been accurately prepared and proofread within timeframe specified upon receipt of assignment, with a high degree of attention to detail.
  • Claims conference Agendas/materials have been distributed in accordance with established due dates. Executive Assistant is promptly notified of any anticipated delays.
  • All priority materials (such as summons and transmittal letters) are processed within assigned deadline, not later than two (2) business days from receipt of assignment.
  • Claim Department calendar is maintained with a high degree of accuracy and attention to detail; ensuring meetings are scheduled timely, with an accurate list of guests sent to Concierge ahead of time.
  • Department SVP, Executive Assistant and Claim Data Coordinator are supported to ensure that no Department call goes to voice mail during business hours.
  • Meeting materials are prepared accurately and within timeframe requested upon assignment.


    • Associate's degree or secretarial school diploma.

      Experience Required
    • At least three (3) years of related clerical experience.

      • Excellent PC and Microsoft Office Suite skills.
      • Type at least 80 words per minute accurately.
      • Demonstrated commitment to excellence, willing to take ownership of responsibilities; possesses high level of positive energy and drive.
      • Excellent organizational skills, attention to detail and numbers aptitude.
      • Knowledge of medical, legal and/or insurance terminology preferred.
      • Strong command of the English language.
      • Working knowledge of copiers, scanners, phones and fax machines.


        Classification: Union


        Additional Information

        Salary is 45K-50K per year

Keywords: TalentHub Worldwide, New York , Administrative Assistant, Administration, Clerical , New York, New York

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