Administrative Assistant

This role will work closely with the Risk Manager to support all risk management functions across the company. The Risk Management Assistant plays a key role in ensuring insurance compliance, accurate documentation, and efficient coordination with internal teams and external partners.

Key Responsibilities:

• Assist in maintaining an organized tracking system for all insurance policies, including renewal dates, Certificates of Insurance (COIs), and related documentation.

• Coordinate with the Risk Manager, insurance brokers, carriers, and vendors to gather, review, and distribute Certificates of Insurance (COIs).

• Help prepare and review insurance applications, endorsements, and policy binders.

• Support certificate tracking for tenants, vendors, and contractors to ensure compliance with insurance requirements.

• Maintain and update internal insurance logs, schedules, and spreadsheets to ensure accuracy and accessibility.

• Track and document all incident reports, claims filings, and ongoing claim updates related to property, liability, auto, workers’ compensation, and other applicable policies.

• Liaise with property managers and the legal team to collect required claim documentation, including photos, reports, and police documentation.

• Assist in drafting claim correspondence and follow-up communications with insurance carriers and claims adjusters.

• Ensure all claim files are kept current and that reporting deadlines and response timelines are met.

• Maintain a claims summary dashboard and regularly report on claim status and progress.

• Schedule meetings related to insurance and claims review, prepare agendas, and record meeting minutes.

• Organize and maintain both digital and physical files in accordance with company standards and record-keeping requirements.

• Assist with special projects and ad hoc requests from the Risk Management Manager as needed.

• Keep track of and monitor the bank’s insurance requirements to ensure ongoing compliance.

This position is ideal for a detail-oriented professional who can manage multiple priorities, maintain accurate records, and support the day-to-day operations of a comprehensive risk management program.