Job Description

Company Details

Midwest Employers Casualty (MEC) is a member of the W. R. Berkley Corporation, a fortune 500 company, rated A+ (Superior) by A.M. Best Company, based in Chesterfield, MO. We improve the quality of life for employees severely injured on the job and help companies understand and mitigate their risk for workers compensation injuries. MEC has a friendly, results-focused work environment. We seek employees who take initiative, are quick to adapt, are dependable, and like working as part of a team.

SUMMARY OF POSITION:

This position is responsible for broad level support of President and Chief Operating Officer of Midwest Employers Casualty. The position also works with marketing and human resources to assist in different marketing events and human resources activities.

ESSENTIAL FUNCTIONS:

Administrative:

* Provides administrative support to executive and his staff
* Reviews and finalizes presentations to the Board and other key executives and groups for the President/COO; including checking grammar, spelling, mathematical data, and ensuring that all formatting is accurate.
* Quarterly all employee meetings; prepare and coordinate PowerPoint presentations, send out meeting notice and WebEx information, reserve conference room, confirm IT support, request department help with setup.
* Handles basic data analysis, and Microsoft office tool management as needed for presentations and day to day work of the President/COO; also handles for executive staff on a periodic and as needed basis.
* Sets up meetings as needed, including agendas and personally calling attendees on a case by case basis. Sets up monthly Leadership Team meetings and coordinates lunch orders. Also set up monthly one on one meetings with President and executives.
* Handles credit card reconciliation for executive team and other billing within the company guidelines.
* Proactively manages President/COOs calendar, ensuring that back to back meetings are conveniently close from a logistics standpoint and that travel arrangements do not interfere with important meetings; understands managers well enough to know which meetings to accept/decline or has conversation with manager to understand meeting priority.
* Prioritizes schedule and ensures that most important meetings are on the calendar; personally calls meeting organizers of meetings that are cancelled as needed; Reschedules cancelled meetings.
* Sets up meetings and calls with external company executives, vendors, and WR Berkley Corporate personnel; understands the appropriate way to set up these meetings and calls.
* Makes travel arrangements for President/COO; Keeps up with profiles and preferences; Handles emergency travel issues and any needs for rescheduling. Set up car service for executives.
* Prepare monthly calendar of President/COO and executive team showing time off/business travel and distribute.
* Serve as liaison with other MEC companies for the Annual Ryder Cup, coordinate attendees, travel requirements, transportation and gift requirements.
* Serve as liaison with WRB for the Super Producers Meeting, coordinate attendees, travel requirements, transportation and preparation for final business purpose documentation for tax purposes.
* Other duties as requested.

Marketing:

* Handles marketing pre-conference, on-site and post-conference activities for national and regional conferences and related special events.
* Serve as liaison with event contacts and facilitate contracts, set up internal meetings to communicate conference information, coordinate marketing materials, promotional items and shipping for events, coordinate booth layout, signage, shipping, labor, etc., book and monitor hotel room blocks for staff attending event (when applicable), determine conference promotional and raffle items for distribution to booth visitors and obtain attendee lists to use for marketing campaigns.
* Coordinate the ordering and distribution of promotional items upon request, conference giveaways and value prop items and reconcile inventory. At year-end, analyze expenses for each event and provide a report to management to support the planning process for the upcoming year.
* Research gift items and cards for Thanksgiving gifts to clients, organize the client gift list with the sales staff and manage the ordering and shipping to each individual with the vendor.

Events:

* Works closely with Asst. VP of Marketing on special events (Platinum, etc.).
* * Research venues and recommend locations, prepare RFPs, negotiate contract, communicate with site location sales personnel, meeting planners and other staff.
* Coordinate on-site visits, transportation, food and beverage BEOs, guest/rooming list, AV, invitation coordination, signage, etc., activities, gift coordination, vendor requirement for travel, transportation and other vendor types, manage budget and communicate required information to AVP of Marketing, Finance and President for approval, troubleshoot guest and vendor issues, coordinate post-event follow up (survey, special items/requests and final expense reconciliation).

* Works with events group to plan reward/recognition events, off-site meetings, as directed by the President/COO.

Human Resources:

* Assists with new hire process and handles new hire orientation
* Assists with candidates, including setting up assessment testing as needed

MINIMUM REQUIREMENTS:

Education:

High School Degree Required; Business College degree and/or classes highly preferred

Experience:

Previous administrative experience required minimum of 10 years; previous experience supporting an executive required minimum of 5 years

Experience supporting leaders that have leadership of broad groups of personnel

Preferred Skills/Qualifications:

Executive Administrative experience in a corporate environment required;

Skills/Competencies:

Advanced skills in Microsoft Office, expense systems and travel systems.

Can learn other software systems easily.

Other Skills:

Good communication skills, organized, and the ability to work with others.

Ability to handle external CEOs and Executives of Vendors and Competing Companies

ORGANIZATIONAL RELATIONSHIPS/SCOPE:

Position reports to the President and Chief Operating Officer of Midwest Employers Casualty MEC

WORKING CONDITIONS:

Office environment. May require infrequent trips to other locations in the surrounding area. Possibility of limited travel within United States