Office Assistant/Executive Assistant

Executive Assistant / Office Administrator

• Short Term office job anticipated timing 90 to 120 days
• Hours 9 am to 5 pm IN office most days M-F
• Potential for long term employment possible

We have a short term opportunity for some office help at our company. We are a company that helps and represents homeowners and businesses against their insurance company; so we are the “good guys” in the equation..

Our offices are in Thousand Oaks CA and we are looking for a dependable, organized, and detail-oriented Executive Assistant or Office Administrator to help manage the day-to-day administrative needs of a busy office for a short time until we relocate. It is possible that we could extend the role but that is TBD at this time.

This position requires someone who communicates well by phone, follows through on assignments, keeps accurate records, and is comfortable managing several matters at the same time. The ideal candidate is self-motivated, capable of working independently, and able to identify what needs to be done without requiring constant supervision.

Responsibilities

• Answer and make professional phone calls to clients, insurance companies, vendors, and other parties
• Schedule appointments and manage calendars
• Track open insurance claims, deadlines, outstanding documents, and required follow-up
• Maintain organized electronic and physical files
• Organize emails, correspondence, documents, and claim-related communications
• Follow up with clients, insurance representatives, vendors, and staff
• Prepare and organize contracts, invoices, spreadsheets, and other business documents
• Assist clients with routine questions and serve as a reliable point of contact
• Enter, organize, and review information in spreadsheets
• Help ensure administrative tasks are completed accurately and on time
• Assist with general office organization and internal processes

Qualifications

• Strong phone and communication skills
• Excellent organizational skills and attention to detail
• Ability to work independently and take ownership of assignments
• Strong follow-through and time-management skills
• Comfortable working with numbers, spreadsheets, and detailed financial information
• Proficiency with Microsoft Excel, Google Sheets, email, and general office software
• Ability to manage multiple assignments and changing priorities
• Professional judgment and the ability to handle confidential information
• Bookkeeping, invoicing, or accounting experience is helpful, but not required
• Experience in insurance, legal, construction, real estate, or another document-intensive industry is a plus
• MUST NOT HAVE CRIMINAL RECORD and able to work in office.

Work Location

We strongly prefer an in-office employee who can work from our Thousand Oaks office.

Schedule

The workload can be fast-paced, and some matters require prompt attention. Occasional flexibility outside of traditional business hours may be necessary, although this is not intended to be an around-the-clock position.

We are looking for someone who is dependable, professional, organized, and interested in becoming an important part of the daily operation of the company.

Job Types: Full-time, Contract, Temporary

Pay: From $25.00 per hour

Experience:

• Office management: 4 years (Preferred)
• claims: 3 years (Preferred)

Location:

• Thousand Oaks, CA (Preferred)

Ability to Commute:

• Thousand Oaks, CA (Preferred)

Work Location: In person