Administrative Assistant

The Administrative Assistant will manage high-volume phone traffic, greet visitors, coordinate office logistics, process mail, support multiple departments, and ensure office operations run smoothly. As the first point of contact for clients, visitors, and business partners, this individual plays a critical role in creating a professional and welcoming office environment while supporting the daily operations of a fast-paced insurance office.

RT Specialty, a division of Ryan Specialty, is a leading wholesale distributor of specialty insurance products and services. Our experienced brokers are specialized in property, casualty, professional lines, transportation and workers' compensation, providing creative solutions to retail brokerage firms. We define ourselves through our superior execution on behalf of our clients, which has established us as a leader in the industry.

Position Summary
We are seeking a detail-oriented and customer-focused Administrative Assistant to join our Richmond office. As the first point of contact for clients, visitors, and business partners, this individual plays a critical role in creating a professional and welcoming office environment while supporting the daily operations of a fast-paced insurance office.

The Administrative Assistant will manage high-volume phone traffic, greet visitors, coordinate office logistics, process mail, support multiple departments, and ensure office operations run smoothly. This role is ideal for someone who thrives in a busy environment, enjoys interacting with people, and can successfully manage multiple priorities while maintaining exceptional customer service.

This position is fully onsite in our Richmond, VA office, working five days per week in the office. Standard office hours are approximately 8:30 a.m. to 5:00 p.m., with some flexibility as needed.

Our office location is: 9020 Stony Point Parkway Suite 450 Richmond, VA 23235.

What will your job entail?

Job Responsibilities:

• Serve as the primary point of contact for incoming phone calls, visitors, clients, carriers, and vendors.
  
• Answer and route a high volume of incoming calls, averaging approximately 100-150 calls per day.
  
• Greet guests and visitors, ensuring a welcoming and professional experience.
  
• Support multiple departments within the office, including Personal Lines, Commercial Lines, and Workers' Compensation teams.
  
• Coordinate visitor and carrier meeting logistics, including conference room setup and preparation.
  
• Monitor and manage multiple shared email inboxes, ensuring timely responses and proper routing of requests.
  
• Process incoming and outgoing mail and maintain organized distribution procedures.
  
• Scan, index, and electronically file documents accurately within company systems.
  
• Assist with printer management, office equipment troubleshooting, and routine administrative support.
  
• Maintain inventory of office supplies and materials, placing orders as needed.
  
• Prepare meeting rooms and common areas for internal and external meetings.
  
• Perform filing, copying, printing, and document organization.
  
• Enter and update information within agency management and document management systems.
  
• Maintain accurate electronic and physical records while ensuring confidentiality and data integrity.
  
• Support additional administrative and operational projects as assigned.
  

What Success Looks Like

• Providing exceptional customer service to clients, visitors, and internal team members.
  
• Consistently managing high call volume with professionalism and accuracy.
  
• Maintaining organized and efficient office operations.
  
• Accurately processing mail, scanning, indexing, and document management tasks.
  
• Supporting multiple departments while effectively prioritizing competing requests.
  
• Demonstrating reliability, attention to detail, and strong organizational skills.
  
• Contributing to a positive and professional office environment.
  

Required Qualifications

• High school diploma or equivalent required.
  
• Minimum of 6 months of administrative, receptionist, customer service, or office support experience.
  
• Experience managing high-volume phone activity in a professional office environment.
  
• Strong customer service and communication skills.
  
• Ability to multitask and prioritize responsibilities in a fast-paced setting.
  
• Strong organizational skills and attention to detail.
  
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
  
• Ability to work onsite five days per week in the Richmond office.
  

Preferred Qualifications

• Experience in an insurance agency, brokerage, or professional services environment.
  
• Experience supporting multiple departments or teams.
  
• Familiarity with insurance agency management systems and document management platforms.
  
• Experience using: AIM, ImageRight, Microsoft Office/Excel/Teams/Outl