GENERAL FUNCTION / SUMMARY

The Administrative Assistant is the first point of contact for visitors and callers and plays a key role in maintaining a smooth and professional front office environment. This position is responsible for handling incoming communications, supporting internal teams with clerical and administrative tasks, and assisting with day-to-day office operations. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

BASIC QUALIFICATIONS

• High school diploma or equivalent; associate degree preferred.
• 1-2 years of experience in an administrative or front desk role.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfortable learning new systems.
• Strong communication skills, both verbal and written.
• Excellent organizational and time management skills.
• Ability to maintain confidentiality and exercise good judgment.
• Bilingual skills (e.g., English/Mandarin) is required.

WHO WE ARE

With over 30 years of experience, TransGlobal has grown into the largest Asian-focused, all-in-one financial services platform in the U.S. We offer a comprehensive suite of services-including life and health insurance, annuities, real estate, private lending, tax and estate planning, and investment management-through a network of 30+ branches across 14 states and over 5,000 professional independent agents. Our mission is to deliver trustworthy, customer-centric financial solutions, all in your language and aligned with your goals.

• Greet guests with a professional and friendly demeanor, ensuring they are assisted promptly and connected with the appropriate team members.
• Answer incoming phone calls, directing them to the right contacts or taking accurate messages when needed.
• Notify agents, managers, or staff immediately when clients or visitors arrive.
• Enter new client and agent information into internal platforms (e.g., Inbound system) to support follow-ups and data accuracy.
• Input insurance policy details into AI and digital systems, ensuring accuracy and timeliness.
• Scan and save insurance policies and related documents into client folders under the appropriate categories (e.g., New Business).
• Communicate with the Asia team and relevant agents to confirm the status of mailed policies (sent and received).
• Maintain the cleanliness and organization of the front desk and lobby area to ensure a professional appearance at all times.
• Manage conference room reservations; coordinate room usage schedules and communicate availability clearly with coworkers.
• Ensure timely distribution of mail to internal departments and individuals.
• Scan and forward important documents to designated contacts across multiple office locations.
• Assist with outgoing mail or materials, ensuring accurate labeling and delivery.
• Coordinate holding and release of checks, marketing materials, or policy packages as instructed.
• Provide general administrative support to team members and management, including special projects and time-sensitive requests.
• Train and mentor newly hired front desk team members, sharing best practices, office protocols, and system procedures.
• Stay informed on company policies and updates to answer common internal and external questions.