Administrative Assistant - Insurance Client Support

The Opportunity:

We are seeking an Administrative Assistant + Insurance Service Associate to join our financial planning & investment management firm.

The ideal candidate will have strong communication and organization skills, and a desire for professional growth. The right candidate will proactively anticipate and prioritize the needs of those being supported and demonstrate sound judgement. We are looking for someone who can thrive under pressure, is comfortable managing competing priorities and adopts a client centric mindset in their approach.

This is an in-office position, Monday – Friday. Choice of either 8:00 am to 4:00 pm, or 8:30 am to 4:30 pm.

Key Responsibilities:

• Receptionist duties: Answer incoming calls and provide support to insurance clients. Take detailed messages and communicate efficiently with team/ advisors to ensure client needs are met timely.
• Insurance processing: Obtain quotes & run illustrations (including IFLs, PDRs, etc.), initiate submission of claims & provide corresponding support, processing payments, policy changes, loan management, etc.
• Life & Disability insurance applications - data entry, client communication & support.
• Managing late pay reports: connecting with clients and finding resolutions to keep policies in force & healthy.
• Task management: Create, organize, delegate, and track multiple detailed tasks and assignments in CRM that move the business forward, timely and efficiently. Coordinating with team members to ensure advisors are prepared for high-priority or important meetings in a timely manner.
• Administrative duties: Assist advisors with case preparation and email inbox monitoring/ correspondence (sending pre-meeting emails, follow up emails, responding to client inquiries timely, etc.).
• Prioritize work based on importance/urgency and in a manner that maintains high-quality support for advisors.
• Handle case notes, processing correspondence, client data management, maintain client case files and filing.
• Assist in managing, gathering, and entering/refreshing data for client meetings. Follow up with clients/advisors to gather the missing data or clarify inputs.
• Act as a multiuse tool within the organization, readily taking on diverse tasks and responsibilities to support the overall effectiveness of the business. Assist with special projects and initiatives as needed.
• Build and maintain positive relationships with clients, prospects, and team members. Collaborate with colleagues across departments, offering support and assistance as needed, embodying the spirit of teamwork and shared responsibility.

Qualifications & Skills:

• Proven experience in support roles or similar administrative positions (familiarity with insurance business is a plus).
• Proficiency in Microsoft office suite including Outlook, Word, and Excel is required. CRM (client relationship manager) is a plus.
• Demonstrated adaptability and flexibility in responding to evolving priorities, as well as resilience and composure in fast-paced environments.
• Self-starter with strong attention to detail and excellent organizational skills.
• A positive attitude. Ability to analyze, prioritize, organize and problem solve.
• Excellent communication and interpersonal skills, written & verbal, with ability to interact with individuals at all levels. Self-motivated, proactive, detail oriented and the ability to work independently.
• Trustworthy with a high degree of discretion and integrity, and a commitment to upholding confidentiality and ethical standards.
• Bachelor’s degree or equivalent experience preferred.
• Any industry licensing or credentialling is a plus (Life & Health, VA/VL license, CLU, Investment licenses: Series 6, Series 7, etc.). Potential requirement to obtain one or more during employment.

Job Type: Full-time

Pay: $35,000.00 - $60,000.00 per year

Ability to Commute:

• Louisville, KY 40222 (Required)

Ability to Relocate:

• Louisville, KY 40222: Relocate before starting work (Required)

Work Location: In person