Executive Assistant

Position Description

Department:

Supervised By:

Status:

Administrative

President, MDA Insurance

Hourly, Non-exempt

General Purpose

Provides secretarial and administrative support to the President, Board of Directors and its Committees, and the remainder of the MDA Insurance and Financial Group staff.

Essential Job Functions*

  • Performs all administrative support functions for the President of IFG, including:
    • Maintains president’s calendar and schedules meetings.
    • Prepares, from original notes or dictation, correspondence and documents.
    • Tracks president’s evaluation process and timetable; arrange meetings.
    • Reviews and distributes incoming mail.
  • Provides all general office administrative and clerical services.
    • Maintains IFG Administrative Manual, updating new/rescinded resolutions.
    • Maintains office trace filing system.
    • Purchases office supplies, company stationery/envelopes, and coordinates copy machine maintenance and supplies.
    • Provides administrative assistance to other IFG executives as needed.
  • Provides administrative oversight for IFG board and committees.
    • Records and distributes minutes at board/committee meetings.
    • Announces meetings, reserves and sets up meeting rooms, arranges catering.
    • Prepares materials and necessary documents for the board and its committees, and for board and committee members on request.
    • Schedules and administers virtual board and committee meetings using web-based technology.
  • Gathers and records incoming checks daily; reports totals to controller monthly.
  • Responsible for generating confidential annual, quarterly and bi-monthly documents such as MDA IFG Business Plan and Shareholder Report, MDA Board Reports, Quarterly Business Activity Summaries.

Secondary Job Functions

  • Coordinates company’s social/community responsibilities including sponsored events.
    • Coordinates flowers, cards or gift certificates for employee illnesses, births, funerals,
      birthdays, etc.
    • Tracks employees’ years of service/awards to be recognized at board meetings.
  • Monitors and maintains insurance producers’ licenses/continuing education requirements to fulfill state of Michigan requirements.
  • Assists accounts payable, matching invoices with checks, and mailing out bi-weekly.
  • Makes travel arrangements and coordinates convention arrangements.
  • Assists answering phones.

Qualifications

General Educational/Experiential Development

  • Verbal and written communication skills, quantitative skills and general educational development typically associated with completion of a high school curriculum.

Position Requirements (Skills & Abilities)

  • Extensive clerical and administrative experience, including:
    • Ability to use office equipment, including telephones, computers, photocopying equipment.
    • Typing and word processing, from original notes and dictation.
    • Preparation of reports and documents for presentation at high levels of management.
    • Confidentiality.
  • Ability to work with and for a group of employees and balance workloads and priorities.

Comments

  • This position is hourly and may require overtime, for example during annual session or to complete special projects/requests in a timely manner. Approval for overtime (once approved by DOM) is granted by the executive director and human resources.
  • The above statements should not be construed as an exhaustive list of all duties that may be performed of the individual in this position. Other duties may be assigned as necessary.
  • The employee in this position may be required to spend some time performing duties and responsibilities related to MDA subsidiary functions and activities.
  • This position requires frequent travel throughout Michigan.

Minimum Physical Expectations

  • Physical activity that often requires keyboarding, sitting, phone work and filing.
  • Physical activity that often requires extensive time working on a computer.
  • Physical activity that sometimes requires lifting under 30 lbs. with assistance of a cart for carrying boxes.
  • Physical activity that sometimes requires travel by car.
  • Physical activity that sometimes requires bending, stooping, reaching, climbing, kneeling and/or twisting.
  • Specific vision abilities required include close vision, depth perception, and the ability to adjust and focus. Must hear and speak well enough to conduct business over the telephone or face to face (in English) for long periods of time.

An Asterisk (*) denotes duties or responsibilities judged to be “essential functions” in terms of the Americans with Disabilities Act or ADA.

The Privacy Rules place certain restrictions on the acquisition, use and disclosure of Protected Health Information (PHI). Further, under the rules and agreements signed by Michigan Dental Association with the Health Insurance Marketplaces, and in accordance with federal regulations, the Michigan Dental Association must also protect Personally-Identifiable Information (PII) that we may receive, use, transmit, or store about any client or prospect who may purchase health insurance coverage through the Health Insurance Marketplaces, whether federally-facilitated, in a state partnership or state-operated. This policy applies to all Michigan Dental Association employees, which is defined for the purposes of this document to be employees of all current and future subsidiaries of the Company.

Date Revised:

February 2021