Amwins

COMPANY SUMMARY

The American Equity Underwriters, Inc. (AEU) (An Amwins company) is the program administrator of the American Longshore Mutual Association, Ltd. (ALMA), a group self-insurance fund authorized by the U.S. Department of Labor to provide USL&H coverage for the liabilities of its members under the United States Longshore & Harbor Workers’ Compensation Act.

With decades of experience in the maritime industry and a strong commitment to our members, AEU is the leading specialist in USL&H. We have helped make safety a priority for waterfront employers for 28 years — and we’re determined to help our members continually reduce risks for the benefit of their employees and our industry as a whole.

POSITION SUMMARY

The Business Operations Specialist plays a key role within the Business Operations department, a collaborative administrative support group dedicated to delivering high-level support across multiple departments to ensure seamless organizational operations.

The ideal candidate will be detail-oriented, highly organized, and technologically proficient, with strong communication and collaboration skills. They should excel at managing diverse responsibilities and transitioning efficiently between tasks and projects.

This position is in-office and reports directly to the Business Operations Manager

KEY AREAS OF RESPONSIBILITY

• Deliver high-level operational and administrative support to one or more Managing Directors (MDs) to ensure efficient workflow and execution of priorities.
• Oversee complex calendar management, including coordinating logistics for team meetings, scheduling recurring check-ins, and coordinating calendars of various stakeholders to organize meetings.
• Ensure the internal Account Team adheres to the account strategies. Responsibilities include maintaining an organized and accurate tracking of accounts.
• Draft and distribute internal communications or team updates on behalf of MDs.
• Navigate Company systems to extract meaningful data for MD analysis that drives strategic decision-making.
• Facilitate the planning and execution of logistics for team meetings and presentations.
• Prepare, update, and distribute polished materials, including agendas and presentations for account reviews, claims reviews, and prospect meetings.
• Assist the Managing Directors, other Account Team members with coordination of external events such as sponsorship events, outings with customers, or contracted events when applicable.
• Manage and prioritize a high volume of requests and projects to support the strategic objectives of the MD(s).
• Coordinate detailed travel arrangements, including booking airfare, accommodations, ground transportation, and dining reservations.
• Accurately reconcile and process expense reports on a bi-weekly basis, maintaining adherence to organizational policies and timelines.
• Maintain updated standard operating procedures (SOPs) for recurring tasks and recommend enhancements for operational efficiency.
• Provide backup support to other BOT team members in their absence to ensure continuity of operations.

REQUIRED COMPETENCIES

• Attention to detail and organization. Must be comfortable working on projects that require an extremely high level of organization, accuracy, and attention to detail. Exemplary time management skills are critical for this role.
• Technologically savvy. Must be experienced in and comfortable using technology for organizational and collaboration purposes, as well as to execute core functions of the position (e.g., data collection/maintenance). Experience with PowerPoint for presentation purposes is required.
• Adaptability to Systems. Comfortable quickly learning and adapting to new enterprise tools or proprietary systems.
• Strong communication skills. Must be comfortable communicating with, and requesting information from, individuals as directed. This may include senior leaders both at AEU and our customers' organizations, as well as vendors or other service providers.
• Strong interpersonal skills. Must be comfortable working on dynamic and diverse teams and appreciate working in a collaborative environment. Must be comfortable taking direction from numerous sources.
• Problem solving skills. Must be able to analyze complex situations, identify practical solutions, and communicate them clearly and confidently.
• Time management skills. Demonstrate the ability to prioritize tasks, manage deadlines, adapt to changes, and ensure the timely completion of projects.
• Sense of accountability and pride. Must be willing to accept accountability for deadlines and responsibilities. Must exhibit a strong personal pride in the quality, accuracy, and appearance of work product.
• Comfortable operating under pressure. Must be capable of, and comfortable with, occasionally managing tight timeframes, learning new information quickly, and juggling priorities. Must be able to adapt to shifting priorities with ease and professionalism.
• Focused on continuous improvement. Recommends process improvements as opportunities arise.
• Ability to handle sensitive materials with discretion and professionalism.

MINIMUM QUALIFICATIONS

• A minimum of five years of operations or administrative support in a corporate environment; administrative support in an executive or high-level sales capacity a huge plus.
• Associate or bachelor's degree preferred; will consider equivalent combination of education, training, and experience.
• Ability to lift loads of up to 30 lbs.
• This position may require occasional travel, sometimes overnight.
• Proficiency with the following software is a must: Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Co-Pilot.
• Candidates must reside in or around the Mobile, Alabama metro area or be willing to relocate at their own expense prior to start date.

WORKING ENVIRONMENT

• Employees enjoy a comfortable working environment in a modern-classic office space with beautiful views
• Named one of the Best Companies to Work for in Alabama for five years straight
• Collaborative, positive, and engaging company culture
• Strong tradition of corporate charitable promotion