Job Description

Title: Administrative Assistant

Assignment Type: Full-time (37.5 hours/week)

Duration: Initial 1-year assignment with potential for long-term extension

Location: On-site at Hudson Street facility

Key Responsibilities

Shared Mailbox Management

• Serve as gatekeeper for a high-volume departmental mailbox

• Review incoming emails and route to appropriate team members

• Log and manage onboarding documents from brokers into workflow system

• Use Adobe tools to separate/combine documents for workflow integration

Service Area Support

• Log returned mail and checks into workflow system; distribute to service analysts

• Maintain DataCap program for indexing correspondence into client’s document

Management system

• Check, distribute, and log voicemails from the 800 line

• Download and forward daily outbound mail to IST Group for mailing

New Business/Sales Area Support

• Review annuitant benefit documents daily to ensure accuracy of amounts and dates

• Record and update “Won Cases” from New Business Activity Sheet in WIP

• Update Broker Directory on a weekly/monthly basis

• Assist with miscellaneous administrative projects as needed

Qualifications

• Experience: 10–15 years of administrative experience required

• Industry Background: Open to candidates from any industry

• Preferred Skills:

o Strong multitasking ability

o Proficiency with document management systems and Adobe tools

• Exclusions: Candidates with primarily customer service backgrounds (e.g., call center or front desk) are not ideal, as this role is strictly internal

Interview Process

• Up to 3 rounds of interviews may be conducted

• Format may include:

o Initial one-on-one interview

o Follow-up interviews with peers or management

• Preference for video interviews via Teams; in-person interviews possible if needed

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