Executive Assistant / Office Administrator
We are a public adjusting company in Thousand Oaks, California, representing policyholders with property insurance claims. We are looking for a dependable, organized, and detail-oriented Executive Assistant or Office Administrator to help manage the day-to-day administrative needs of a busy office.
This position requires someone who communicates well by phone, follows through on assignments, keeps accurate records, and is comfortable managing several matters at the same time. The ideal candidate is self-motivated, capable of working independently, and able to identify what needs to be done without requiring constant supervision.
Responsibilities
- Answer and make professional phone calls to clients, insurance companies, vendors, and other parties
- Schedule appointments and manage calendars
- Track open insurance claims, deadlines, outstanding documents, and required follow-up
- Maintain organized electronic and physical files
- Organize emails, correspondence, documents, and claim-related communications
- Follow up with clients, insurance representatives, vendors, and staff
- Prepare and organize contracts, invoices, spreadsheets, and other business documents
- Assist clients with routine questions and serve as a reliable point of contact
- Enter, organize, and review information in spreadsheets
- Help ensure administrative tasks are completed accurately and on time
- Assist with general office organization and internal processes
Qualifications
- Strong phone and communication skills
- Excellent organizational skills and attention to detail
- Ability to work independently and take ownership of assignments
- Strong follow-through and time-management skills
- Comfortable working with numbers, spreadsheets, and detailed financial information
- Proficiency with Microsoft Excel, Google Sheets, email, and general office software
- Ability to manage multiple assignments and changing priorities
- Professional judgment and the ability to handle confidential information
- Bookkeeping, invoicing, or accounting experience is helpful, but not required
- Experience in insurance, legal, construction, real estate, or another document-intensive industry is a plus
Work Location
We strongly prefer an in-office employee who can work from our Thousand Oaks office.
We may consider a remote candidate with the right experience and work habits. Remote employees must be consistently available and actively working during agreed business hours. This position is not suitable for someone attempting to fit the work around another full-time job or other ongoing daytime commitments.
Schedule
The workload can be fast-paced, and some matters require prompt attention. Occasional flexibility outside of traditional business hours may be necessary, although this is not intended to be an around-the-clock position.
We are looking for someone who is dependable, professional, organized, and interested in becoming an important part of the daily operation of the company.
Job Types: Full-time, Contract, Temporary
Pay: $48,000.00 - $60,000.00 per year
Experience:
- Office management: 4 years (Preferred)
- claims: 3 years (Preferred)
Location:
- Thousand Oaks, CA (Preferred)
Ability to Commute:
- Thousand Oaks, CA (Preferred)
Work Location: In person
