Operations Assistant – Finance & Insurance

We are looking for a detail-oriented and proactive Assistant to join our dynamic team. In this role, you will provide essential operational support with a focus on maintaining insurance plans and assisting in accounts payable. The ideal candidate will possess a strong understanding of insurance, demonstrate excellent organizational skills, and thrive in a fast-paced, high-volume environment while working collaboratively with others. Must have availability to work in the office at least 2 to 3 days per week

• Handle administrative tasks such as data entry, filing, maintaining financial databases, and distributing mail.
• Support the implementation of insurance strategies in coordination with the Risk Management Consultant and external brokers or vendors.
• Manage personal asset insurance processes, including inventory tracking and communication with insurance and accounting teams.
• Organize and upload documents to SharePoint for sharing with external advisors.
• Assist in preparing and coordinating documents for internal accounting, finance, and legal teams, as well as external advisors.
• Maintain accurate records and update data in databases, Excel spreadsheets, and other systems.
• Respond to routine information requests from third parties under the guidance of the VP of Finance.
• Enter vendor information into accounting software for review and approval.
• Process vendor invoices to ensure timely payment, proper authorization, and compliance with payment terms.
• Communicate with vendors to address inquiries and resolve payment-related issues.
• Send payment confirmations to vendors when needed.
• Maintain check registers and payment tracking files across multiple entities.
• Support check distribution and assist with deposits as required.
• Enter data to support cash management activities.
• Contribute to special projects and handle ad-hoc tasks as assigned.

• High school diploma or equivalent is required; a college degree is preferred

• Background in risk management or insurance is a plus
• Familiarity with Bank of America CashPro is a plus
• Minimum of 7 years of experience in a corporate environment
• Experience with accounts payable modules in accounting systems is preferred

• Strong organizational, written, and verbal communication skills
• Proficiency with computers, including strong Excel skills
• High attention to detail with effective problem-solving and analytical abilities
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Comfortable working independently while seeking guidance when necessary
• Demonstrates a solid work ethic with a professional, proactive, and positive attitude
• Maintains confidentiality and exercises discretion when handling sensitive information
• Availability to work in the office at least 2 to 3 days per week