Administrative Assistant

Ryan Specialty Group is an international specialty insurance organization that provides innovative solutions for brokers, agents and insurance carriers. The RSG family includes a wholesale brokerage operation, RT Specialty, a collection of managing general underwriting companies, RSG Underwriting Managers (RSGUM), and a specialty insurance services provider, Ryan Direct Group (RDG).

RT Specialty, a division of Ryan Specialty Group is looking for an Administrative Assistant to join our West Palm Beach team. We are a fast paced, energetic and rapidly growing organization that offers a great opportunity for someone interested in further developing their Insurance Career. The ideal candidate will have demonstrated exceptional skill and delivered high impact service in an Administrative Assistant role at a complex high performance organization. The successful candidate will be able to anticipate and provide the appropriate level of support to Management as needed.

* New Hire/Termination workstation setup and breakdown. * Onsite imaging of desktop and laptop computers. * Maintain IT inventory equipment list; work with IT to trouble shoot technical problems for/with production staff. * Ensure national IT inventory list is clean, organized, and updated by all office administrators every Friday. * Answer main telephone line and greet guests. * Manage offsite file storage. Including boxing, shipping, and system data entry tracking and retrieval requests. * Open, date stamp, and distribute mail daily. Manage vendor relationships with Fed Ex and USPS. Create and send expedited parcels. * Order office supplies, including printer/copier toners and maintain server and supply area organization. Order business cards for new employees and reorders. * New hire orientation responsibilities. * Complete new vendor requisition forms, and send to Procurement for approval. * Maintain national RT vendor, extension, and cell phone contact list by office. * Coordinate the delivery of goods and services for all vendors. * Ensure all used toners and broken equipment are responsibly recycled on a regular basis. * Maintain copier company vendor relationship, including providing meter readings, and scheduling maintenance calls. Submit work orders to building maintenance. * Create monthly vendor payables expense report in Concur for offices without local administrators. * Create monthly expense reports for management and send out reminders nationally. * Create West Palm Beach vendor payables expense report for regional ops manager. * Create and distribute new hire orientation booklets/manuals, and/or updates to be inserted into manuals. * Complete AP monthly audits and audit reviews by office. * Maintain shared Admin folder proper file naming convention, filing organization, and archives. * Request W9’s for new vendors and new sponsorship/donation requests.

The individual will be comfortable applying a high degree of independent judgment, initiative, and knowledge to resolve complex challenges within the business context. * High school diploma or equivalent. Bachelor's degree preferred. * Proven track record of success. * Must be able to interact and communicate with individuals at all levels of the organization. * Proficient with MSWord, Excel, Access, PowerPoint. * Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. * Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. * Strong verbal and written communication and presentation skills. * Position continually requires demonstrated poise, tact, and diplomacy. * Ability to anticipate needs effectively and deploy projects in a timely fashion. * Excellent verbal and written communication skills. * Commitment to teamwork. * Must be highly organized and self-motivated.