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Rathbun Insurance · 2 days ago

Office Manager / Executive Assistant

Lansing, MI

Full-time

Onsite

New Grad, Entry Level

Rathbun Insurance is seeking an organized, proactive, and people-centered Office Manager/Executive Assistant to serve as a pivotal role within their agency. This role combines executive support, office management, and operational coordination to ensure the seamless functionality of the office and enhance overall efficiency.

Financial ServicesInsuranceProfessional ServicesRisk Management

Hiring Manager

Laura Stoken

Responsibilities

Serve as the primary point of contact for visitors, warmly welcoming guests, and representing Rathbun Insurance professionally

Maintain the cleanliness, organization, and overall functionality of the office

Proactively identify, resolve, or escalate operational and facility needs (e.g., technology issues, building concerns)

Manage office supplies and inventory, ensuring timely replenishment and cost-effective ordering

Identify opportunities to improve operational efficiency and support smooth day-to-day office operations

Provide first-level support for onsite technology needs and coordinate with third-party managed services providers to resolve technical issues as needed

Manage owner calendars, including scheduling meetings, coordinating logistics, and handling related communications

Provide calendar coordination and meeting support for the Management Team and Sales Team as needed

Prepare meeting materials, take accurate meeting notes/minutes, and track follow-ups to ensure accountability and task completion

Handle sensitive and confidential information with professionalism, discretion, and sound judgment

Support planning and execution of internal events (ie, potlucks, intern shadow days, etc.)

Assist with logistics for agency events, community initiatives, and special projects, ensuring alignment with Rathbun Insurance’s goals and values

Qualification

Office managementCustomer serviceOrganizational skillsProactive attitudeAttention to detail

Required

Strong organizational skills, attention to detail, and willingness to learn are essential

Preferred

Some office, administrative, customer service, or organizational experience preferred (internships, part-time roles, or volunteer coordination experience welcome)