Provide direct support to the Vice President and Directors. Serve as a liaison between the Vice President, Claim Staff, Agency Force, and other departments within KFB, as well as external customers.  This position is accountable for performing advanced, diversified, and confidential administrative responsibilities for the office of the Vice President.  Provide general administrative support, telephone coverage, demanding calendar management, meeting and detailed travel arrangements, expense reports, department budget, filing, copying, mailing and faxing.

Oversee and manage the daily operations of the office of the vice president.

Coordinate and liaise for Vice President with Directors to shape strategic direction and to establish organizational structure and operating systems to ensure achievement of that strategic direction.

Serve as liaison for the Vice President and Directors by ensuring that field issues are resolved quickly, align needed support staff/resources, and involve and/or inform the Vice President as needed.

Plan and manage Claim Department budget.

Responsible for all travel arrangements and decisions for employees assigned to the department. Verifies approvals and determines the most cost effective means of travel and lodging.

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.

Manage and maintain VP’s schedule. Makes decisions to reschedule meetings as priorities and demands shift.

Develop and maintain a professional and collaborative working relationship with the administrative staff within the department, as well as throughout the organization.

Prepare agendas and make arrangements for the monthly Claim managers’ meetings and other meetings as assigned.

Coordinate production of creative, clear, accurate, and innovative presentations.

Prepare responses to correspondence containing routine inquiries.

Provide assistance as requested by auditors conducting financial, reinsurance, and market conduct examinations.

Organize and coordinate internal and external programs, events, meetings, conferences, seminars, etc. including facilities and caterers; information or invitations; registrations and travel-related arrangements.

Organize and direct support from Claim Administration personnel on a per project basis.

Manage vendor relations, including but not limited to office equipment, communications, and event planning.

Function in a confidential manner at all times.

Exhibit proactive, professional and courteous behavior in all activities, including the timely resolution of issues.

Regular, predictable attendance as employee has to physically be in the office.

This list of essential functions is non-exhaustive which may be supplemented as necessary.

Other Responsibilities

Open, sort, and distribute incoming correspondence, including faxes and email.

Screen, transmit, and respond to telephone calls.

File and retrieve corporate documents, records, and reports.

Monitor INFO Claim mailbox and distribute inquiries to appropriate personnel.

Review and code expense accounts for Vice President and Claim Directors.

Reconcile Vice President’s company credit card statement and submit for payment.

Process complaints received by the executive office in accordance with corporate procedures. 

Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

Remain flexible/adaptable to changing individual and department priorities.

Assist in KFB-supported outside activities, such as the annual meeting and state fair.

Order expressions of sympathy for Claim personnel.

Submit news items on Claim personnel for publication in KFB CONNECTION.

Job Specifications

Physical demands: Normal vision/hearing (with or without correction); Sitting; Speaking; Occasional overnight travel.

Mental demands: Time pressures with frequent interruptions and distractions; mature judgment and critical thinking skills.

Environmental factors: Standard office lighting, temperature, and noise; Operate outside normal working hours as needed.

Equipment: Telephone; Keyboard, Personal Computer, Fax, Copier, Scanner.

Associate’s degree preferred.  A combination of formal education, training and experience to acquire knowledge and skills generally equivalent to those possessed through two years of college.

Administrative assistant work experience preferred.

Certified Administrative Professional (CAP) designation preferred.

Strong communication and decision-making skills.

Demonstrated problem-solving skills, commitment to completion of projects on a timely basis, and ability to follow through on assignments.

Proficient with MS Word, Excel, PowerPoint, Outlook.

Skilled with general office equipment including phone, PC, fax, copier, etc.

Excellent communication skills (oral, written, and listening).

Ability to work in a fast-paced (sometimes under pressure) environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Ability to work independently with minimal supervision.

A positive attitude and an ability to motivate and energize team members.

Must be able to work well with people at all levels of the organization, internal and external.