Administrative Supervisor

Job Description

We are Farmers! 
Join a team of diverse professionals at Farmers to acquire skills on the job and apply your learned knowledge to future roles at Farmers. Farmers Insurance also offers extensive training opportunities through the award winning University of Farmers named by Training magazine amongst top 10 corporate training units in the world. Start your career at Farmers today! 
Job Summary 
Supervises a group of executive assistants in assigned executive offices. Ensures seamless coverage and support for assigned executive group. Establishes work procedures and standards to improve efficiency and effectiveness of the department. Examines workflow and processes as needed to promote operational excellence. Performs advanced, diversified and highly confidential secretarial and administrative support for multiple executives, including the Head of a Business Unit reporting to the President and CEO of Farmers. Makes independent decisions regarding organizing and scheduling work. Uses technical and business vocabulary and grammar and 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 
Staffs, trains and develops department personnel. Establishes work procedures and standards to improve efficiency and effectiveness of the staff. Examines workflow and processes as needed to promote operational excellence. Ensures seamless coverage and support for the executive group. Schedules coverage for phones and coordinates scheduling of PTO. Takes corrective action as needed to provide efficient service. 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 supervisor, 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. 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. Controls and maintains calendars; schedules and coordinates meetings, appointments and other activities. Contacts individuals to communicate schedule changes. Assists in compiling meeting agendas and speeches, etc. Uses personal computer to compose routine and non-routine correspondence from brief notes or oral or written instructions. Types reports and creates forms as needed. Proofreads materials for accuracy. Requisitions, distributes and maintains supplies. Prepares expense reports and handles payments for expense items. Makes travel arra ngements including transportation and hotel reservations. Communicates frequently with other executives on business related matters and issues. Fills in for other administrative assistants as needed. Performs other duties as assigned.  
Physical Actions 
Physical Environment 
Education Requirements 
High School Diploma, Associate's degree preferred in administrative support or business management. 
Experience Requirements 
Five years as an administrative assistant.  
Special Skill Requirement 
Proficient in Microsoft Suite including Excel, Word, PowerPoint.
Accurate typing from rough draft or machine transcription; proofreading and editing reports and business letters (using standard business vocabulary and grammar), setting up filing systems.
Excellent organization and time management skills.  
Farmers is an equal opportunity employer, committed to the strength of a diverse workforce. 
Schedule: Full-time

Job Posting: 08/13/2019