Administrative Assistant

About the role

Employee Benefits is the core of our business and at our heart we are a people-focused organization. Every day, we help over 100,000 employers give their employees peace of mind by providing health, pharmacy, long and short-term disability, vision, dental and other insurance solutions. What makes us unique is that we can surround our clients with more services and more technology-based tools and a team of advisors that simply cares more than anyone else.

If you want a career giving people the reassurance that they can have access to the health care they need for themselves and their loved ones, join OneDigital.

Summary

The Administrative Assistant will assist with general administrative duties and day-to-day office operations. There will be a range of key responsibilities, so this is a great role for those who are flexible, have a "can-do" attitude, and who thrive in a fast-paced environment

Essential Duties and Responsibilities

Reception & Visitor Experience

• Warmly answer and appropriately direct all incoming telephone calls
• Welcome and assist visitors, clients, prospects, and vendors upon arrival

Office & Facilities Management

• Serve as the primary point of contact with building management, resolving issues related to maintenance, parking, power outages, security, and trash removal
• Ensure all shared spaces remain clean, organized, and presentable - including conference rooms, supply closets, hoteling offices, and break rooms
• Prep and maintain the kitchen daily by monitoring snacks, beverages, dishwasher, and coffee machine
• Assist in maintaining all office equipment (copiers, shredders, etc.) and coordinate with vendors as needed
• Order and maintain office supplies, including paper, toner, and kitchen supplies
• Submit IT service tickets and assist with issues affecting individual team members or the broader office

Conference Room & Event Coordination

• Coordinate conference room scheduling; assist with setup, cleanup, and food selection/ordering for meetings
• Assist with planning and day-of logistics for on- and off-site events
• Coordinate client and prospect gifting campaigns (birthdays, holidays, bereavement, and special occasions)

Mail & Shipping

• Manage all incoming and outgoing mail and packages, delivering to team members as needed
• Serve as the primary receiving and outbound coordinator for USPS, UPS, and FedEx
• Scan and send documents to the corporate office as needed

Administrative Support

• Create and update client checklists
• Serves as a CRM superuser with deep platform expertise, including data hygiene and end-user support.
• Update the CRM with policies, renewal dates, participants, premiums, projections, and documents
• Pull reports from carrier websites as needed
• Print and bind client presentations as needed
• Train staff on office equipment as needed
• Complete additional administrative projects as assigned by the management team

Marketing Support

• Coordinate logistics for client and prospect gifting campaigns and events
• Collaborate with the Marketing Manager to ensure onsite availability of required marketing materials and collateral

Culture & Events

• Serve as a culture champion, ensuring daily operations and office procedures align with OneDigital's cultural values
• Plan and communicate internal staff events and employee recognition initiatives
• Implement national OneDigital employee programs and events

Qualifications, Skills and Requirements

• Excellent verbal and written communication skills
• Good interpersonal and customer service skills
• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Must be able to manage multiple priorities
• Able to maintain confidentiality

Education, Training and Experience

• Exceptional organization skills
• Must be a team player
• Ability to work independently
• Able to maintain confidentiality

Pay and benefits

Your base pay is dependent upon your skills, education, qualifications, professional experience, and location. In addition to base pay, some roles are eligible for variable compensation, commission, and/or annual bonus based on your individual performance and/or the company's performance. We also offer eligible employees health, wellbeing, retirement, and other financial benefits, paid time off, overtime pay for non-exempt employees, and robust learning and development programs. You will receive reimbursement of job-related expenses per the company policy and may receive employee perks and discounts.

Not only as a matter of standard, but to honor and celebrate our differences. We believe that the power of ONE starts with you. We are committed to cultivating and preserving a culture that celebrates diversity, insists on equity and inclusion, and connects us. Ensuring our people feel seen, valued, respected, and supported is fundamental to our core values and business goals.

• City and County of San Francsico
• City of Los Angeles
• County of Los Angeles

In short, we believe in hiring the most qualified applicant for the position, regardless of background.

If you have questions about our hiring policies and practices, we would be happy to discuss upon receiving your application. We hope to welcome you to OneDigital and look forward to hearing from you.

OneDigital understands the immense responsibility and opportunities provided by Artificial Intelligence. We utilize advanced Artificial Intelligence [AI] technologies to enhance our recruitment process. This includes using AI to filter candidates based on their qualifications and to rediscover potential candidates from our existing applicant pool. Our AI systems help us efficiently identify the best fit for our open positions, ensuring a streamlined and effective hiring experience. However, AI does not replace the humans in our process. If you have concerns about our use of AI, you may opt out where laws allow.

Thank you for your interest in joining the OneDigital team!