Administrative Assistant

RenaissanceRe is a leading writer of Property & Casualty Reinsurance. For over 25 years we have helped customers and communities recover and build resilience through our industry-leading ability to understand risk source efficient capital and rapidly pay claims.

Our global team shares a passion for solving our customers biggest problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking.

Position: Administrative Assistant

Location: Edina MN

We are a leader in the reinsurance industry. To maintain our commitment to the highest quality service we are seeking an Administrative Assistant.

Position Summary

The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership.

This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach along with maturity self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.

Responsibilities Include:

Travel

• Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights hotel ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar Visitor Log and Travel Log
• Ensure team members have visas all documents papers and itineraries necessary for travel
• Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices

Meetings and Entertainment/Lunches/Dinners

• On behalf of team members coordinate meetings with clients/brokers/vendors
• Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below
• Manage all aspects of bookings and catering for client/broker lunches and dinners
• Book taxis for our employees and clients
• Prepare and organize printed materials and binders for meetings
• Other related support

Customer Relationship Management (CRM)

• Track client related meetings/events (including overseas meetings) in our CRM System
• Collect business cards and update contact details in CRM or follow up with meeting organizer for clients contact if not known; make changes to client profiles
• Develop working knowledge of clients/brokers and Company names

Expenses

• All aspects of timely expense management (in Concur and Dynamics 365) for team members including receipt images in Concur or gathering receipts for business travel promptly and documenting the business purpose
• Set up expense reports on at least a monthly basis
• Follow-up to secure any expense approvals

Visitor Log

• Coordinate visitor log requests
• Communicate with other Executive Assistants as to who is coming in and details of visit
• Arrange desk assignments for visitors

General / Office / Other

• Provide administrative support for group meetings whether onsite or offsite
• Provide back-up support for vacationing other administrative roles
• Assist with ad hoc projects
• Participate in the local and global Admin Team support team meetings
• Communicate with external contacts to exchange information as needed
• Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
• Prepare FedEx shipments
• Assist with mail collection and distribution for your respective team(s)
• Manage confidential affairs
• Maintain good working relationship with internal contacts
• Manage changing circumstances as they happen sometimes on short notice
• Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.

Professional/Technical Competency Requirements:

• Experience working in a matrixed global organization working across functions and geographies
• Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include senior management internal clients external clients and brokers
• Work efficiently accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude.
• Must possess excellent oral and written communication skills
• Receptive to new ideas and is well organized
• React effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
• Demonstrates sensitivity respects cultural differences and acts in an ethical manner always
• Excellent PC skills with demonstrated ability to create spreadsheets documents and presentations. Familiarity with different share platforms (e.g. SharePoint Office 365 etc.).

Qualifications Skills & Experience Requirements:

• Bachelors Degree; business discipline preferred
• 5 years of administrative assistant experience
• Experience in the Financial Services industry at a minimum with industry experienced preferred

Basic Qualifications:

Requires sitting at a computer in an open collaborative seating environment with varying exposure to noise

Our people are our most valuable resource and core to our success. This is a fast-paced business environment demanding a strong work ethic and a results-oriented approach. We offer competitive compensation and benefits a comprehensive talent development program and a reward system in which employees share in the success of the company. We are an engaged member of the communities in which we live and work and have a locally-led giving philosophy with generous employee matching program global and local community grants and employee volunteerism.

We seek diversity create equity and practice inclusion. Our people are at the heart of everything we do. We are an equal opportunity employer. We provide equal opportunity to all qualified individuals regardless of race color religion national origin sex sexual orientation gender identity marital status pregnancy disability military status or other legally protected categories.