Administrative Specialist – (Hybrid)

At TruStage, we’re on a mission to make a brighter financial future accessible to everyone. We put people first, and work hand in hand with employees and customers to create a diverse and inclusive environment. Passionate about building insurance, investment and technology solutions, we push the boundaries of what’s possible. We need you to help us shape what’s next. You’ll be encouraged to share your experiences, ideas and skills to help others take control of their financial future.

Join a team that has received numerous awards for being a top place to work: TruStage awards and recognition

Job Purpose:

This position requires a thorough understanding of appropriate business practices, divisional activity, and TruStage’s mission and general operating procedures. Lead multiple projects and handle complex assignments, materials and tasks. Assist and/or lead major event/meeting planning. Keep abreast of existing and emerging corporate and division information technologies to assess their impact on business needs of the area. Provide training and support to department staff to ensure effective and efficient use of information technology.

Job Responsibilities:

• With limited direction, this position identifies and anticipates management needs and proposes processes/solutions. Based on understanding of the manager’s style and the intended recipient/audience, the incumbent prepares and composes correspondence, communications and presentation materials from limited specifications. This means having the knowledge and confidence to independently create these materials and make recommendations for subsequent review.
• Proactively partner with manager(s) to understand all office operations. Manages schedules/calendars and emails to maximize efficiency of manager. Incorporate standing meetings. Decide on necessity, timing and length of appointments requested by others. Review incoming messages and correspondence to update calendar and resolve scheduling discrepancies. Respond to emails as appropriate. Provide advanced communications support. Specifically; extracting information from requestors, clarify, filter, screen and prioritize incoming requests for manager.
• Maintain master schedule of proposals, presentations, plans, materials and reports. Ensure materials are developed in a timely manner. Create complex materials (e.g., presentations, customized proposals/contracts, business and/or marketing plans and reports) used with or for internal and external customers. Use technology and independent judgement to determine and advise others of the most appropriate design and preparation of this information.
• Coordinate, lead or perform high-level support activities across department/division/function for specific assignments. Exercise initiative and creativity in proactively seeking proposed solutions to problems within the department/function. Based on knowledge of department/function, and on behalf of manager, proactively address issues. Contribute ideas and strategies for process improvements that will increase customer satisfaction and positively impact your team and area. Lead or participate on multiple projects/assignments from inception to completion and solicit participation of other team members to ensure timely completion. (This could include being a participant in a cross-functional team. Facilitate and contribute to project teams and complete all assignments on time.)
• Determine and build relationships with internal and external customers. Maintain a high degree of professionalism, tact and sensitivity to strengthen TruStage’s image in the marketplace. Interact with the Executive Team in connection with projects/assignments.
• With an advanced/expert level of proficiency relative to designated “off the shelf” and ‘corporate’ software to include the internet/intranet, initiate, develop and complete projects in a timely and cost-effective manner based on personal discretion within division/department guidelines. Act as a primary support resource for other administrative staff as well as managers/areas of support as it relates to this software. Participate in pilot groups for new software and assist in making recommendations for usage as well as participate in the implementation/training.
• Working with manager/function, organize and/or lead major events and/or meeting planning related to the department/function. Develop, organize, and follow through on meeting and seminar details such as agendas, advance materials, reply/reservations, staff reminders, room reservations and refreshments. Coordinate arrangements through Meetings & Events, and other divisions/functions as appropriate. Process related expense documents.
• Coordinate workflow generated from multiple sources and procure additional resources as needed. Serve as a member of the department/function support team. Work in a team capacity to maintain efficient operation of the department/function, sharing activities to cover workload peaks and absences of other team members.

The above statement of duties is not intended to be all inclusive and other duties will be assigned from time to time.

Job Requirements:

List of general education, background and experience, knowledge, skills, and abilities typically required to effectively perform the responsibilities of the job. Also include any required licenses and/or designations.

• Associate degree in Business and Business-related fields or equivalent trade-off in related work experience.
• Four years progressive, professional administrative support work experience to include the following:
  • Proficiency in designing, delivering and maintaining statistical reports, graphs, spreadsheets, graphics and charts and utilizing current corporate software.
  • Ability to utilize the internet/intranet to obtain general and research information
• Demonstrated skills in analyzing situations and information, determining options and selecting appropriate strategies or methods. Possess problem identification, problem resolution and decision-making skills.
• Interaction with internal and external customers of TruStage to include but not limited to; field staff, other divisions and support areas within the organization.
• Demonstrated ability through previous work assignments to:
  • Participate in, assist and lead multiple assignments/projects from inception to completion. (samples requested).
  • Plan, organize and prioritize multiple assignments/projects received from various sources.
  • Meet deadlines and achieve results.
• Proven ability through previous work assignments to clearly and effectively communicate technical product information, company product/service and general information to all customers via electronic and tele communications, in person and in writing.
• Ability to work in a team environment as a contributing member to contribute to the success of the division and the Corporation.

If you’re ready to help make a difference, apply today. A resume is required to apply. TruStage may process applicant information using an Artificial Intelligence (AI) tool. This tool automatically generates a screening score based on how well applicant information matches the requirements and qualifications for the position. TruStage recruiters use the screening score as a guide to further evaluate candidates; the score is one component of an Application review and does not automatically determine whether a candidate moves forward. Candidates may choose to opt out of this process.

Compensation may vary based on the job level, your geographic work location, position incentive plan and exemption status.

Base Salary Range:

$48,483.00 – $84,846.00

At TruStage, we believe a sound, inclusive benefits program is of vital importance, along with a flexible workplace that allows for work-life balance, career growth and retirement assistance. In addition to your base pay, your position may be eligible for an annual incentive (bonus) plan. Additional benefits available to eligible employees include medical, dental, vision, employee assistance program, life insurance, disability plans, parental leave, paid time off, 401k, and tuition reimbursement, just to name a few. Beyond pay and benefits, we also recognize that flexibility, including working in a place you prefer, is essential to caring for our employees. We will continue to strive to offer flexibility and invest in technology and other tools that will make hybrid working normal rather than an exception, so that when “life happens,” you can focus on what’s most important.

Accommodation request

TruStage is a place where everyone can bring their best self and thrive. If you need application or interview process accommodations, please contact the accessibility department.

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