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About the Role

The Workers’ Compensation Insurance Rating Bureau of California (WCIRB) is seeking a dynamic, professional, dependable, and exceptionally organized Executive & Legal Administrative Specialist to provide support to legal and operational department executives and staff. This role requires anticipating needs, following through on commitments, and maintaining organized priorities.

Responsibilities

• Proofread and prepare correspondence, committee agendas and minutes, reports, exhibits, rate and regulatory filings, written procedures, California Department of Insurance (CDI) appeal filings, webinar presentations, and manuals and plans.
• Organize and maintain documents and the General Files.
• Schedule meetings.
• Administer appeals filed with the CDI.
• Handle Standard Form filings, some Non-Standard Form filings and assist with maintaining forms in the appropriate database.
• Perform other regular administrative duties for the Senior Leadership, Legal and Actuarial teams.
• Assist staff with the production of documents, including correspondence, reports, working group and committee documents, presentations, bulletins, wire stories, and records on appeal.
• Assist staff with the production of documents related to pure premium rate filing and regulatory filing, including industry notices, regulatory and advisory plans and OAL submissions.
• Review the regulatory filing prior to submission to the CDI to ensure quality, accuracy and completeness.
• Review the Plans following the approval of the regulatory filing to ensure all approved changes are accurately reflected in the Plans.
• Schedule and calendar enterprise and committee meetings and events.
• Communicate with staff, insurers, CDI and Administrative Hearing Bureau (AHB) staff, committee and working group members and other organizations.
• Compile exhibits and complete service of filings for AHB Appeals.
• Calendar meetings, status conferences and hearings through communication with in-house counsel, outside counsel, opposing counsel and AHB staff.
• Review and respond to insurer policy and endorsement Standard Form filing submissions and some Non-Standard Form filing submissions.
• Assist staff with maintaining form filings in the appropriate database.
• Initiate and compose routine correspondence consistent with established procedures or with Counsel or the Senior Legal Project Specialists’ general oversight.
• Perform other duties or tasks assigned or requested by Counsel or the Senior Legal Project Specialists, including long-term and complex special projects that may require critical analysis of data.
• Organize and maintain documents (including the General Files) in compliance with applicable records retention requirements and organizational policies.
• Contribute to the establishment and implementation of document management standards.
• Contribute to the documentation of Executive department administrative procedures.
• Create and update document templates.
• Perform editorial proofreading and verification of data.
• Support the annual website content and Classification Search Tool review.
• Distribute emails in the general email inboxes to appropriate staff.
• Assist the Managing Counsel in organizing the workflow in the absence of the Executive Administrative Manager.
• Prepare and produce documents in response to subpoenas.

Requirements

• High School Diploma or equivalent required.
• Three or more years of experience in an administrative role, preferably in a corporate or legal environment.
• Must be able to perform assigned duties independently while collaborating effectively within a team environment, following established procedures and working under general supervision.
• Self-motivated, resourceful, energetic, problem-solving team player with the ability to work under pressure.
• Excellent organizational and time management skills with the ability to handle multiple tasks/projects concurrently with tight deadlines.
• Excellent follow-through, analysis of information and ability to complete assignments in an expeditious, yet accurate manner.
• Strong computer skills including expertise in MS Office application software.
• Excellent document preparation, proofreading and editing skills with strong attention to detail and grammar.
• Must be able to write or modify text to compose correspondence, procedures and templates.
• Professional demeanor and utmost discretion in handling confidential information.
• Excellent communication and interpersonal skills and the ability to interface with a variety of individuals in several different work conditions.
• The successful candidate will reside in California.

Skills

• MS Office application software expertise
• Document preparation
• Proofreading
• Editing
• Attention to detail
• Grammar
• Writing
• Text modification
• Correspondence composition
• Procedure documentation
• Template creation
• Analysis of information
• Organizational skills
• Time management skills
• Problem-solving

Location

• San Francisco, California

Work Type

• Hybrid work environment (40% onsite 60% remote)

Experience Level

• Three or more years of experience

Education Level

• High School Diploma or equivalent
• Associate degree preferred
• Bachelor's degree preferred

Benefits

• Medical benefits
• Dental benefits
• Vision benefits
• Competitive PTO Program
• Wellness benefits
• 401K
• Pension plan
• Social activities
• Community volunteer involvement

About the Company

• The Workers’ Compensation Insurance Rating Bureau of California (WCIRB) is a solid company that values its employees.
• Our employees enjoy a state of the art, energy-efficient, open work environment that nurtures collaboration and creativity.
• At the WCIRB, we go the extra mile to keep our employees happy and healthy.
• Proud to be recognized as a Plan Sponsor of the Year finalist for our commitment to retirement readiness through strong 401k and pension offerings.

Equal Opportunity

• WCIRB is an equal opportunity employer committed to an inclusive workplace that fosters belonging.
• All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, age, genetic information, or any other basis prohibited by law.
• We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law.