Administrative Assistant

Job Summary

We are The MJ Companies—a firm dedicated to inspiring the success, fulfillment, and wellbeing of each person we serve. Our commitment to excellence and innovation has enabled us to maintain a best-in-class approach to risk management, employee benefits, retirement, and total rewards.

Guided by our core values—Passionate, Inspiring, Curious, Determined, Innovative, and Fun—we foster an environment where every associate feels empowered to grow.

We are looking for an organized, proactive, and detail-oriented Administrative Assistant to provide critical support to three executives.

Key Responsibilities

• Manage the calendars of President + Chief Operations Officer, Chief Marketing Officer, and Senior Vice President, Commercial Insurance
• Coordinate complex scheduling and calendar management, as well as content and flow of information to executives.
• Arrange and coordinate meetings with internal and external stakeholders, ensuring clear communication, timely follow-up, and preparation of agendas and materials.
• Organize and manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Process and track expenses, ensuring proper documentation and timely submission.
• Assist with preparation of meeting materials, presentations, reports, and executive-level communications.
• Draft, edit, and ensure the accuracy of executive communications for a variety of audiences, such as internal teams, leadership and strategic planning groups, and external stakeholders including carriers and business partners.
• Prepare meeting agendas, take minutes, and distribution information/action items to attendees.
• Create and maintain accurate records, reports, and files ensuring compliance with company policies.
• Coordinate contract administration processes, including tracking contract status, ensuring timely execution and renewal.
• Act as point of contact between executives, associates, clients, and other stakeholders, fostering positive relationships and clear communication.
• Proactively anticipate executives’ needs and provide solutions to support priorities.
• Plan and orchestrate work to ensure that executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Conserve executives’ time by reading, researching, collecting and analyzing information as needed, in advance.
• Uphold strict confidentiality and exercise discretion in handling sensitive information.

Technical Functions:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to learn and adapt quickly to new software and systems.

Required Experience:

• Strong organizational skills with the ability to handle multiple priorities and deadlines.
• Ability to effectively prioritize tasks and employ critical thinking in problem solving.
• Strong analytical and project management skills, with keen attention to detail.
• Exceptional attention to detail, with a focus on accuracy and efficiency.
• Excellent verbal and written communication skills, with the ability to interact with executives, clients, and team members professionally.
• Proven experience managing calendars, travel arrangements, and expenses for multiple executives.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Self-starter with the ability to work independently and as part of a team.
• Passion for delivering excellent service and providing high-level support to executives.
• Positive, can-do attitude with a problem-solving mindset.

 Education/Experience:

• Bachelor’s degree or equivalent work experience preferred.
• 5+ years of experience in an administrative/executive assistant role.

Job Location:

• Carmel, Indiana
• Onsite 4 days per week, remote 1 day per week