Administrative Assistant, Insurance Legal & Product Development

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Job PurposeThe Administrative Assistant, Insurance Legal provides a full range of professional administrative support to the Assistant Vice President (AVP) of Insurance Legal and Product Development, and to both the Insurance Legal and Product Drafting and State Filing business units. This position coordinates multiple functions simultaneously in a fast-paced environment while utilizing independent discretion and judgment.Essential Job Duties & Responsibilities

• Schedules and coordinates meetings by outlining agenda content, coordinating speaker materials, securing video conferencing capabilities, and securing catering services when needed.
• Creates and edits documents utilizing Word and Excel and develops PowerPoint presentations.
• Maintains appointment schedules by planning and scheduling meetings, conferences, and teleconferences.  Arranges travel and maintains travel calendar.
• Maintains business unit team calendars.
• Organizes and maintains electronic/database information and files complying with firm retention policies.  Possesses a working knowledge of corporate policies including compliance, emergency and purchasing policies and others as required.
• Researches and resolves issues and identifies opportunities for improvement.
• Distributes daily mail for Insurance Legal and Product Drafting & State Filing business units.
• Assists with SEC filings as needed, including revising and proofreading documents, correcting formatting issues, gathering and converting any necessary exhibits, ensuring all accompanying documents to the filings are current and accurate.
• Assists attorneys and other team members in obtaining updated Powers of Attorney, e-signature authorizations, signatures, and any necessary notarizations for filings or other regulatory materials.
• Organizes and tracks routing materials, comments, and responses and assists in implementing changes.
• Manages SharePoint access controls to restricted pre-launch product filing documentation.
• Prepares and processes business expense reports as delegate for attorney(s), director(s), and manager(s) as needed. 
• Prepares and submits necessary purchase orders and associated documents necessary to settle invoices related to department business needs.
• Prepares outgoing memos and letters, using initiative to prepare routine correspondence, proofreading/editing other material (e.g. bi-weekly reports) as necessary.
• Answers telephone calls and receives visitors when the attorney(s) are not available and responds to routine requests.

Other Duties

• Other duties and special projects as assigned.
• May work overtime as needed.

Knowledge, Skills & Abilities

• Excellent interpersonal and customer service skills.
• Demonstrates strong dependability and reliability.
• Exhibits a strong work ethic, is capable of taking ownership, and has the ability to independently drive work/projects through to completion.
• Strong ability to maintain confidentiality.
• Demonstrated organizational and prioritization skills with a strong attention to detail.
• Excellent proficiency in Microsoft Office applications to include Word, Excel, PowerPoint, and Outlook.
• Strong proficiency in SharePoint, Confluence and Oracle.
• Excellent written and verbal communication skills.
• Ability to quickly learn new skills and concepts.
• Ability to act in a professional and ethical manner at all times.
• Ability to work independently and in a team environment.
• Must be proactive with the ability to manage multiple on-going requests and/or projects.
• Demonstrates excellent judgment/diplomacy.
• Ability to work overtime as needed and may be required to respond to requests outside of normal business hours.

Education & Experience

• H.S. Diploma or equivalent required.
• Associate’s Degree or equivalent work experience preferred.
• 3+ years of previous administrative support experience, preferably working with persons at an executive level required.

We don't just accept difference - we celebrate it, we support it, and we thrive on it for the benefit of our employees, our products and our community. Jackson is proud to be an equal opportunity workplace. The Company subscribes to and endorses federal and state laws and regulations relating to equal employment opportunity for all persons without regard to race, color, religion, gender, age, national origin, legally-recognized disability, marital status, legally-protected medical condition, citizenship, ancestry, height, weight, sexual orientation, veteran status, or any other factor not related to the needs of the job. The Company is committed to a policy of equal opportunity. Company facilities and campuses are tobacco-free environments.