Administrative Supervisor

Job Summary

• The Administrative Supervisor will supervise a group of executive assistants to ensure seamless coverage and support for assigned ex ecutive group within a Line of Business (LOB).
• This position will establish work procedures and standards to improve efficiency and effectiveness of the LOB.
• Examines workflow and processes as needed to promote operational excellence.
• Performs advanced, diversified and highly confidential secretarial and administrative support for multiple executives, to include the Head of a Line of Business and makes independent decisions regarding organizing and scheduling work.
• Uses technical and business vocabulary and grammar and maintains detailed knowledge of the organization’s operations and procedures to perform daily work activities.
• Frequently communicates and coordinates activities with other executives.

Essential Job Functions

• Supervises a staff of two or more executive assistants or administrative support staff to include training, coaching, scheduling, and delivering performance feedback.
• Establishes work procedures and standards to improve efficiency and effectiveness of the staff.
• Examines workflow and processes to promote operational excellence among the administrative staff.
• Ensures seamless coverage and support for the executive group on a daily basis.
• Schedules coverage for phones and coordinates scheduling of PTO.
• Takes corrective action as needed to provide efficient service, and plans for future staffing needs.
• Performs various advanced administrative and secretarial duties for assigned executives, including the Head of a Business Unit, with accuracy and timeliness.
• Maintains strict confidentiality.
• Receives and assigns incoming mail to appropriate personnel to handle.
• Retrieves files and materials for executives, or as needed to address action items in mail/emails.
• Obtains data from various sources, analyzes data and prepares quarterly and monthly reports.
• Prepares presentation materials.
• Prepares and types reports for various meetings, which may include Board of Directors and executive staff meetings.
• Maintains records, confidential files, and hold/diary system.
• Does follow-up work as needed.
• Controls and maintains calendars; schedules and coordinates meetings, appointments and other activities.
• Contacts individuals to communicate schedule changes.
• Assists in compiling meeting agendas, meeting presentation materials, and speeches, etc.
• Composes routine and non-routine correspondence from brief notes or oral or written instructions.
• Types reports and creates forms as needed.
• Proofreads materials for accuracy.
• Greets internal and external customers, handles inquires, and resolves issues and complaints.
• Directs to appropriate staff as needed.
• Uses discretion in answering and screening telephone calls.
• Requisitions, distributes and maintains supplies.
• Prepares expense reports and handles payments for expense items.
• Makes travel arrangements including transportation and hotel reservations.
• Communicates frequently with executives in other LOBs on business related matters and issues.
• Fills in for other executive assistants as needed.
• Performs other duties as assigned.

Experience Requirements

• 5+ years in an administrative capacity, preferably in a corporate setting.
• Previous experience at Farmers as an Executive Assistant preferred.
• Experience providing corporate and/or executive-level support.
• Experience leading direct reports preferred.

Special Skill Requirement

• Knowledge of Farmers infrastructure.
• Advanced proficiency in Microsoft Office Suite including Excel, Word, PowerPoint, and Outlook.
• Ability to type accurately and proofread and edit reports and business letters (using standard business vocabulary and grammar), and ability to set up filing systems.
• Excellent organization and time management skills.

Education Requirements

• High school diploma or equivalent required.
• Bachelor’s degree preferred.