Insurance Office of America Careers

*** This position is open to candidates that can work in a hybrid capacity out of our Pleasanton, California OR Aliso Viejo, California office locations. A minimum 4 years Executive Administrative Assistant experience required. *** 

Title: Executive Administrative Assistant  

Welcome to Insurance Office of America – one of the nation’s largest and premier privately held insurance agencies! Recognized as a Top Workplaces USA Award winner, IOA’s commitment to both a rewarding culture and employee satisfaction is unwavering. Prioritizing a strong work/life balance, personal and professional growth, competitive benefits, and giving back to our community aren’t just clichés here – they’re a part of who we are. With a growing workforce and over 60 office locations across the US and Northern Ireland, we can confidently serve our clients with an unmatched standard of excellence. 

Want to learn more? Complete the application below and one of our talented recruiters will be ready to answer any other questions you may have. 

Job Summary 

Responsible for effective execution of all executive administrative assistant activities, including providing high-level administrative support; calendar management; clerical functions; training/directing administrative personnel; stewardship of financial and material resources; meeting all productivity, efficiency, quality, and service standards; professional development; IOA core values.

Essential Functions:
•    Effectively executes all assigned administrative duties with minimal supervision, meeting all performance requirements regarding production, quality, and service.
•    Delivers outstanding service at all times to internal and external stakeholders, including proactively anticipating needs, maintaining frequent and professional communication, and responding quickly to any service requests.
•    Demonstrates a strong work ethic, positive attitude, and willingness to assist others at all times.
•    Participates in the development of and consistently and accurately follows all administrative protocols, policies, and procedures.
•    Maintains Divisional/Regional President’s calendar.
•    Prepares and distributes agenda for and attends, records, and publishes minutes of Regional Leadership meetings.
•    Provides high-level administrative support, including periodically providing research, preparing reports, and handling information requests.
•    Performs all assigned clerical functions, including preparing correspondence, receiving visitors, arranging conference calls, making travel arrangements, scheduling meetings, and tracking and organizing business expenses.
•    Facilitate delivery of carrier reports to DP/RP/MP/Ops leads to drive awareness of Strategic Alliances performance to goals, profit sharing and incentive plans
•    Events support as requested 
•    Trains and provides direction for other administrative assistants as needed.
•    Travel as requested, needed, or directed to provide on-site training and technical support.
•    Develops, maintains, and demonstrates mastery of any technology required for efficient execution of assigned duties.
•    Demonstrates discretion and stewardship regarding all IOA financial and material resources.
•    Maintains the highest degree of professionalism and maturity, continuously representing IOA in positive light to all internal and external customers, staff, partners, and stakeholders.
•    Monitors individual performance to ensure productivity, efficiency, quality, and service standards are met, taking corrective actions when required.
•    Actively promotes IOA culture and a positive work environment at all times, including participation in team building and other activities.
•    Maintains frequent and transparent communication regarding individual performance and activities with supervisor.
•    Works effectively with others, gathering input and developing win-win solutions to any process, service, quality, or productivity issues.
•    Continually seeks to improve individual and team performance, including identifying, communicating and adopting best practices.
•    Complies with all company work rules, standards, and policies and procedures at all times.
•    Maintains a positive, uplifting, serving attitude.
•    Ensures professional skills are continuously improved by actively participating in internal/external development opportunities.
•    Develops and maintains positive, productive relationships with personnel at all organizational levels, including IOA leadership, peers, co-workers, teammates and employees.
•    Lives and champions IOA core values at all times, demonstrating the highest levels of personal character, integrity, and servant leadership.
•    Performs other duties as assigned.

Qualifications and Experience:
•    Exceptional personal character and professionalism
•    Minimum 4 years’ Executive Administrative Assistant experience
•    Excellent administrative, multi-tasking, and organizational skills
•    Demonstrated experience in calendar management.
•    Knowledge of general office procedures
•    Good problem-solving skills.
•    Effective interpersonal skills
•    Excellent phone etiquette
•    Superior verbal and written communication skills
•    Ability to adapt procedures, processes, and techniques as needed for successful completion of assignments.
•    High levels of PC proficiency, including MS Office Suite  

What We Offer: 

• Competitive salaries and bonus earning potential
• Great benefits, including company paid health insurance
• Paid time off for holidays, vacations, and sick time
• 401K with an employer match
• Participation in our employee stock plan
• Opportunities for professional growth and career progression
• A culture that emphasizes respect for every individual
• Company commitment to work/family life balance and community service
• Teammates who share your drive for excellence
• Knowing every day you are helping our clients protect their families and businesses

Still wondering if IOA is the right fit for you?  

• If you want to feel the significance of knowing your efforts have been both recognized, appreciated and rewarded, then IOA is right for you.
• If you want to feel valued and have a real influence towards the continued success of your organization, then IOA is right for you.
• If you want to feel the peace of knowing that you’ve made the best decision of your professional life, then IOA is right for you.

 Salary Range: $70,000 to $90,000 

*Salary range variable depending on experience