Administrative Assistant

Objective:

The Administrative Assistant will support daily operations by delivering high-quality administrative, clerical, and customer service support. This position helps the office run smoothly, assists the Commercial Lines Manager and Finance Operations Manager, and contributes to a positive client experience.

This is a part-time role offering 12 hours per week, located in Santa Barbara, CA.

Core Responsibilities Include:

Administrative & Operational Support

• Greet clients and visitors.
• Answer and route phone calls professionally.
• Manage incoming and outgoing mail, deliveries, and general correspondence.
• Assist with ordering office supplies and managing inventory of essential office equipment.
• Assist with documents, reports, and presentations for internal use.
• Assist with scheduling meetings, events, managing calendars, and coordinating office logistics.
• Assist with office errands as directed.
• Participate in process improvements and special projects assigned by leadership.

Client Service Support

• Assist Commercial Lines Manager and Finance Operations Manager as directed.
• Assist with recording commissions and client payments.
• Collect necessary documents from clients for policy processing or renewals.
• Enter client information into the agency management system, ensuring accuracy and compliance.
• Deliver excellent customer service by addressing general inquiries and directing clients to the correct team members.
• Support the preparation and processing of insurance applications, endorsements, certificates of insurance, and other standard forms as directed by licensed staff.
• Contact marine clients about upcoming cancellations.
• Compile production reports.
• Work with marketing on new campaigns as assigned.
• Help track outstanding items needed for submissions or renewals.
• Special projects and other duties as assigned.

Requirements:

• Education – High School graduate/GED required.
• Administrative experience in an office environment preferred.
• Professional, customer-focused mindset.  
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Effective communication and collaboration skills, both written and oral.
• Problem-solving and analytical skills, with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Must embody the Heffernan Habits as illustrated herein.

Compensation:

The hourly rate for this Internship is $20.00. More details can be found at https://www.heffins.com/about-us/careers  

Heffernan Habits (Expectations):

These are practices that represent our unique employee culture.

• Answer The Phone (And Email): Communication is the foundation of success in life, work, and relationships. It begins with being present and responsive to both clients and colleagues. Listen to what is said and notice what goes unsaid.
• Have Fun: Fun is something we don’t shy away from, and participation brings us together on many different levels. Take the time to know your colleagues and let barriers fall away. If we are happy and enjoy time together, we will do a better job for our clients and for one another!
• Be Respectful: Lend a hand, be kind, and smooth the path. Respect is the cornerstone of developing and maintaining strong relationships. Lead with humility, take ownership of your actions, and ease the way for others. We are in this together as a team, as a family, and as trusted advisors to many. 
• Do Good: This is our core. We strive to do good for our clients, our community, and our planet.
• Celebrate & Value Our Differences: “Because You’re Different”. It is our differences, when valued and amplified, that allow us to innovate, to learn, to connect, and to stand apart from the rest.

Working Conditions:

• Work environment is indoors, sitting at a desk or standing for extended periods of time.
• Daily use of computers, keyboard, mouse, headset, printers, and other commonly used office equipment.
• This position may require flexibility to work hours outside of a regular schedule.