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Executive Administrative Assistant Full-time

at Nationwide Mutual Insurance Company in Ohio (Published at 07-02-2019)

If you?re passionate about becoming a Nationwide associate and believe you have the potential to be something great, let?s talk.

Number 54 on the Fortune Magazine 100 Best Places to Work.

***Please Read***
Seeking an Administrative professional with a high attention to detail and possesses clear and concise communication skills.
Under general direction, provides a wide variety of confidential and detailed administrative support. Regularly coordinates meetings and makes detailed travel arrangements for the executive and staff. Regularly plans, organizes and schedules own work. Composes and regularly sends internal and external correspondence; maintains and updates office records; compiles more complex information for reports and presentations; answers telephone calls and emails and may respond for the executive; and manages calendar for leader(s) and their staff. May serve as informal lead/mentor to other administrative assistants in the office.

Job Description

Reporting Relationships: Typically reports to an AVP level executive or above, and may support multiple executives and their staff. There should be a clear business need to have dedicated administrative support for one executive. Placement into this administrative assistant job is determined by the job duties regularly assigned and the reporting level supported.

Core Duties and Responsibilities:

  • Focus is on both daily and longer-range calendar. Manages leader's personal calendar as directed. Makes mid-trip changes on the quickly when circumstances warrant. Needs less direction on calendar management. Recommends travel options; books travel for executive(s) and their staff.
  • Screens communications for action items and due dates, bringing key items to the executive's or staff's attention. Initiates necessary actions (e.g. follow-ups, prioritizations, action required, etc.). Prints large attachments for ease of reading and documentation. Drafts responses for executive review. Knows and implements executive's style into all communications. Rarely needs to seek guidance on email replies. Responds to emails regularly.
  • Provides assistance with office procedures or processes that help the team be more productive and efficient.
  • Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for proper reporting. BCR line item research. Manages budget for meeting planning. Quality checks invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. Mid-level level financial impact.
  • Takes on an informal administrative subject matter expert role within the department for other administrative assistants and provides support.
  • Keeps current with Nationwide procedure changes, HR policy changes, business environment, etc. that impact department level plans.
  • May lead special projects.
  • Performs other duties as assigned.

Typical Skills and Experiences:

Education: High school, vocational or technical business school studies in secretarial science. Some undergraduate level coursework beneficial.

License/Certification/Designation: Administrative professional certification(s) a plus. Such as Certified Administrative Professional (CAP), Certified World Class Assistant (CWCA), Certified Executive Administrative Professional (CEAP).

Experience: Typically 6 or more years related administrative assistant / secretarial experience. Nationwide experience highly desirable.

Knowledge: Knowledge of company policies and organization structure. Basic office planning, administration, and corporate procedures and policies knowledge. Knowledge of insurance/financial services concepts and terminology and

business acumen

Skills/Competencies: Demonstrated initiative and decision-making skills in order to evaluate, recommend, and implement solutions to office workflow problems. Verbal and written communication skills to correspond and interact with all levels of leaders and associates, leaders and employees at other companies and in the community, customers, and other contacts. Ability to proofread own work and the work of others for content and format accuracy. Intermediate mathematical calculation skills. Advanced ability to operate business equipment, and personal computer with MS Office Suite (Word, Excel, PowerPoint, Access), Outlook, Skype, ePro, Concur, Egencia, HRIS, MyTime, relationship management and ability to build effective business relationships, political savvy.

Other criteria, including leadership skills, competencies and experiences may take precedence.

Staffing exceptions to the above must be approved by the hiring manager?s leader and HR Business Partner.

Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.

Job Conditions:

Overtime Eligibility: Eligible (Non Exempt)

Working Conditions: Occasional travel. Nonstandard, extended or overtime as needed based on workflow needs.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

Evaluation Activity: DRC 8/2017

Additional Job Description

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