Administrative Assistant Specialist Full Time NEW

At Allstate, great things happen when our people work together to protect families and their belongings from life’s uncertainties. And for more than 90 years, our innovative drive has kept us a step ahead of our customers’ evolving needs. From advocating for seat belts, air bags and graduated driving laws, to being an industry leader in pricing sophistication, telematics, and, more recently, device and identity protection.

Job Description

The Administrative Assistant Specialist serves as the primary executive support resource for officers and senior leaders, providing high-level administrative, organizational, and coordination support. This role ensures seamless calendar management, proactive communication, and effective handling of sensitive information while supporting the broader team through streamlined communication, event coordination, and travel logistics. Success in this position requires exceptional organizational skills, polished written and verbal communication, and the ability to prioritize, problem-solve, and manage multiple tasks in a fast-paced environment.

Key Responsibilities

• Provides complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
• Proactively manage complex calendars for senior leaders, ensuring prioritization of critical meetings and deadlines.
• Work with junior and senior level technical staff, intercompany group leaders and office leaders as well as area and corporate management to make certain their needs are addressed in a timely, professional manner.
• Work on a variety of special projects and maintain communication with interested parties.
• Independently draft/compose routine correspondence (including e-mail) from verbal direction or from knowledge of processes and procedures.
• Monitoring expenses for the office with a responsibility to budget adherence; review and coordinate approval of all expenses including processing accounts payable invoices.
• Draft and edit professional correspondence, presentations, and reports with clarity and precision.
• Prepare and schedule activities such as travel arrangements, internal and external business meetings, client or third-party appointments, conferences and general office events, including scheduling of conference room use and catering needs.
• Leverage advanced MS Office skills (PowerPoint, Word, Outlook, Excel) to create polished presentations and manage data effectively.
• Handle sensitive information, including expense reports and confidential documents, with discretion and integrity.
• Periodic travel may be required to support business needs.

Education

• 4 year Bachelor’s Degree (Preferred)

Experience

• 2+ years of administrative experience supporting senior leadership or officers preferred. (Preferred)

Supervisory Responsibilities

• This job does not have supervisory duties.

Functional Skills

• Strong organizational and time management skills
• Professional written and verbal communication
• Confidence supporting officers and senior leaders
• Ability to prioritize and manage multiple tasks
• Proficiency in MS Office Suite
• Discretion in handling sensitive information and expenses

Education & Experience (in Lieu)

• In lieu of the above education requirements, an equivalent combination of education and experience may be considered.

Skills

Calendar Management, Clerical Skills, Concur Invoice, Detail-Oriented, Microsoft Outlook, Office Administration, Organizing, Problem Solving, Time Management, Verbal Communications, Written Communication

Compensation

Compensation offered for this role is 30.10 – 45.13 per hour and is based on experience and qualifications.

The candidate(s) offered this position will be required to submit to a background investigation.

Joining our team isn’t just a job — it’s an opportunity. One that takes your skills and pushes them to the next level. One that encourages you to challenge the status quo. One where you can shape the future of protection while supporting causes that mean the most to you. Joining our team means being part of something bigger – a winning team making a meaningful impact.

Allstate generally does not sponsor individuals for employment-based visas for this position.

Effective July 1, 2014, under Indiana House Enrolled Act (HEA) 1242, it is against public policy of the State of Indiana and a discriminatory practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by refusing to employ an applicant on the basis that they are a veteran of the armed forces of the United States, a member of the Indiana National Guard or a member of a reserve component.

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To view the “EEO Know Your Rights” poster click “here”. This poster provides information concerning the laws and procedures for filing complaints of violations of the laws with the Office of Federal Contract Compliance Programs.

To view the FMLA poster, click “here”. This poster summarizing the major provisions of the Family and Medical Leave Act (FMLA) and telling employees how to file a complaint.

It is the Company’s policy to employ the best qualified individuals available for all jobs. Therefore, any discriminatory action taken on account of an employee’s ancestry, age, color, disability, genetic information, gender, gender identity, gender expression, sexual and reproductive health decision, marital status, medical condition, military or veteran status, national origin, race (include traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), religion (including religious dress), sex, or sexual orientation that adversely affects an employee’s terms or conditions of employment is prohibited. This policy applies to all aspects of the employment relationship, including, but not limited to, hiring, training, salary administration, promotion, job assignment, benefits, discipline, and separation of employment.