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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