Operations & Executive Support Specialist

Job Title: Operations & Executive Support Specialist
Department: Human Resources  
Reports To: VP, Director of Training
FLSA Status: Non-exempt

POSITION SUMMARY: As a growing independent insurance brokerage, we are seeking an Operations & Executive Support Specialist to support the systems, processes and leaders that enable our organization to scale and serve clients effectively.

This role is responsible for coordinating agency operations, including carrier administration, systems governance, workflow management and compliance activities. The position also provides administrative support to senior leaders.

The successful candidate is highly organized; exercises sound judgment and can effectively manage multiple priorities in a dynamic environment. They bring a continuous improvement mindset, strong problem-solving skills, and the ability to build productive working relationships across the organization. This is a highly collaborative role that requires discretion, attention to detail, and a commitment to operational excellence.

KEY RESPONSIBILITIES:

• Administer carrier website access, user onboarding and offboarding and credential management. 
• Facilitate setup of new carrier relationships and assist with carrier documentation, audits and compliance requests. 
• Serve as an escalation point for carrier access and administrative issues. 
• Support daily Epic download processes and exception issues.
• Manage company/ broker records within Epic, including additions, updates and periodic audits. 
• Execute user reassignments, role changes and organizational updates collaborating with managers on downstream impacts or configuration changes.
• Assist with Epic activity and task configuration management. 
• Partner with technology, accounting and service teams to optimize system utilization.
• Monitor AM Best ratings and financial strength indicators for insurance carriers and notify leadership of potential concerns. 
• Manage agency licensing and projects, coordinate with staff on individual insurance licenses, and handle related compliance activities.
• Assist with internal audit preparation, documentation management and regulatory requests.
• Manage agency mail and document processing workflows, including electronic documents, carrier downloads and document indexing within Epic. 
• Maintain operational documentation, workflow guides and standard operating procedures.
• Provide administrative and project support to executive leaders.
• Manage calendars, scheduling and meeting coordination.
• Coordinate leadership meetings, offsites and quarterly planning sessions.
• Support travel arrangements, expense reporting and executive logistics.
• Handle confidential information with discretion and professionalism.

QUALIFICATIONS:

• 3+ years of experience in insurance operations, agency administration, executive support or business operations.
• Experience within an insurance brokerage/ professional services environment strongly preferred.
• Working knowledge of Epic Agency Management System preferred.
• Experience supporting senior leaders or executives.
• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite, especially Excel, Outlook, PowerPoint and Teams.
• High degree of professionalism, discretion and attention to details

KEY SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibilities.

COMPENSATION INFORMATION:

• Pay Range: $32.00 - $43.00/hour (dependent on experience and/or qualifications)
• Total Compensation = Base Pay + Performance Bonus + Benefits
• Comprehensive benefits package including medical, dental, vision, 401(k), paid time off, and other company-sponsored benefits

PHYSICAL DEMANDS: This position primarily operates in a professional office environment. The employee is regularly required to sit or stand for extended periods, use hands to operate a computer, keyboard and other office equipment. The role requires clear verbal and written communication, including use of the telephone, email, and other collaboration tools. Periodic standing, walking, and light lifting or carrying of materials (generally up to 10 pounds) may be required. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the job.