Job Executive Administrator

Executive Administrator

Mutual of Enumclaw was founded in 1898 by local farmers who wanted to look out for each other. That spirit continues to define our company culture. We are committed to cultivating and preserving a culture of inclusion and connectedness. Our employees are proud of our thoughtful approach to insurance, and it shows. In January 2025, we were recognized as Washington's Best Company to Work For (our thirteenth year in a row as one of the top 100) by Seattle Business magazine, based on a survey of our employees.

Mutual of Enumclaw works exclusively with local independent agents to offer insurance products for individuals, families, farms, and businesses. We currently operate in Washington, Oregon, Idaho, Utah, Arizona, Montana and Wyoming.

The Executive Administrator reports to the President, and CEO. This position is responsible for providing accurate and timely administrative services, internal/external customer service, project coordination, and quality control for the Executive Management team.

Location: The successful candidate will work at our Home Office in Enumclaw, WA (Must live within driving distance of our Home Office).

Responsibilities

Executive and Administrative Support

• Exhibit mastery of all administrative support methods, procedures, and Company practices.
• Coordinate and manage the calendars of the CEO and/or Executive Leadership Team, including scheduling meetings, appointments, and travel arrangements.
• Handle incoming and outgoing communications on behalf of the CEO and/or Executive Leadership Team.
• Draft, edit, and proofread documents, presentations, and reports for internal and external use.
• Prepare and provide accurate, neat, and professional documents, memoranda, reports, letters, forms, drawings, graphs, or similar materials.
• Establish and maintain administrative, records management, and departmental office systems.
• Establish and maintain complex, confidential files and record-keeping systems.
• Maintain the highest level of confidentiality and discretion in handling sensitive information.

Project and Strategic Coordination

• Support strategic projects, ensuring deadlines are met and deliverables are completed.
• Assist with special projects, including research, data analysis, and coordination of cross-functional teams.
• Conduct research and compile data to support executive-level decision-making.
• Facilitate communication and collaboration between internal business units and external partners.
• Develop and apply intermediate-level knowledge of the Company's organizational structure, strategic business objectives, and the property and casualty (P&C) insurance industry.

Meeting and Event Management

• Organize and manage events, conferences, executive functions, and high-visibility Company meetings.
• Coordinate and execute internal and community-facing events, including the annual meeting.
• Schedule meetings, prepare agendas, take and distribute minutes, and track action items and follow-ups.
• Manage logistics for virtual and in-person meetings and events.
• Develop collaborative and supportive business relationships with Home Office and remote staff, as well as members of the business community.
• Coordinate and manage community relations activities, interfacing with members, agents, policyholders, and community partners to portray a positive image of the Company.
• Order, manage, rotate, and negotiate the purchase of promotional items.

Regulatory and Compliance Support

• Receive, prepare, and process correspondence, documents, reports, and files involving the CEO, Executive Leadership Team, Board of Directors, internal departments, insurance commissioners, government agencies, and/or other organizations.

Qualifications

Required Skills and Abilities:

• Fully proficient working knowledge of administrative and project coordination requirements
• Fully proficient skills involving attention to detail, accuracy, and thorough documentation/reporting skills. Ability to multi-task and prioritize effectively.
• Ability to handle highly confidential information with discretion.
• In-depth working familiarity with internal and external customer support requirements.
• Ability to effectively assist internal staff, members of the business community, and/or Agents with administrative support.
• Intermediate- to advanced-level proficiency with telephone systems, data entry, standard office equipment, manual and automated filing procedures, personal computer systems, and Microsoft Office software applications.
• Intermediate-level skills in extracting and compiling data from studies and reports accurately.
• Effective interpersonal, written/verbal/listening communication skills.
• Ability to coordinate and work productively with team members in varied business units and ensure collaboration occurs to achieve desired results.
• Meet requirements for after-hour, on-call, and weekend work as necessary.
• Successfully lead and perform assignments independently or with a team.

Education and Experience:

• Bachelor's degree in business administration or a related field preferred.
• Minimum of 5 years of experience in executive-level administrative support, or relevant transferable business experience in the property and casualty insurance industry
• Experience in a corporate or professional services environment highly desirable.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer, including video conferencing.