Administrative Assistant

Job ID: 19172

Location: White Plains New York 10606

Insperity provides the most comprehensive suite of scalable HR solutions available in the marketplace with an optimal blend of premium HR service and technology. With more than 90 locations throughout the U.S., Insperity is currently making a difference for thousands of businesses and communities nationwide.


Behind our success is the unshakeable belief in the value of our people. We value diversity, inclusivity and a sense of belonging. We celebrate work and life events, and we partner with our clients and communities to make great things happen.


We have received recognition numerous times as a top place to work, most recently ranking on Glassdoor’s “Best Places to Work in the U.S. 2024” list, and U.S. News & World Report’s “Best Companies to Work for 2024” list. In addition, we have been recognized for having one of the country’s Top 50 Midsize Early Talent Programs by RippleMatch’s 2024 Campus Forward Awards. There is no better time to be a part of Insperity, and our best work is yet to come. Learn more at


Why Insperity?


Flexibility: Over 80% of Insperity’s jobs have flexibility. We want your time to have balance, whether it’s spent with coworkers, clients, family or your community.


Career Growth: Insperity provides many ways to grow with the company. We offer continuous learning programs, mentorship opportunities and ongoing training.


Well-Being: Our total rewards package includes generous paid time off, top-tier medical, dental and vision benefits, health & wellness support, paid volunteer hours and much more. We take care of our people so that you can do your best work.


This position is responsible for providing training, support, and expertise in the sales administration process by assisting sales leaders and sales team in the assigned District Office.


Supporting the Sales Process


  • Trains and support District Office personnel on sales processes, procedures, and technology to drive efficiency in the sales process.
  • Helps maintain a high level of efficiency in the sales process by creating, validating, and submitting sales documents with a strict attention to detail and accuracy.
  • Utilizes all relevant systems such as SalesForce, DocuSign, Premier Pathway and AIMS to audit all completed, signed closing sales packages prior to submittal to ensure New Client Sales can complete an accurate booking.
  • Confirms validity and consistency of prospect data and assists with data quality by collecting missing data and ensuring that all prospect data is accurate and up to date.
  • Ensures marketing collateral distribution for District Office personnel ensuring is accessible, relevant, and updated.
  • Facilitates marketing campaigns by distributing relevant materials, supporting corporate marketing programs through continues education and collaboration.


Assist District Manager Proficiency


  • Manages the office sales forecasting process by updating the opportunity forecast status to ensure reporting accuracy for the Forecast and Pending reports. Creates and updates activity and pipeline reports.
  • Supports sales leadership with local incentives, campaigns and contests developing tracking and reporting tools.
  • Maintains sales leader(s) calendar, coordinates travel, completes vehicle mileage reporting and creates expense reports that adhere to Insperity’s expense guidelines.
  • Assists with on-boarding and off-boarding of District Office personnel.
  • Organizes both on-site and off-site meetings including technology setup, audio, and visual requirements. Collaborates with sales leadership on agendas and presentations.


Office Management & Company Culture


  • Identifies and resolves technology-related issues independently or, if necessary, working with Sales Technology or the Help Desk.
  • Manages District Office information and files according to corporate information governance and retention policies.
  • Receives all incoming calls and visitors for the District Office, including sales and service teams, maintaining a welcoming and professional office environment.
  • Manages the shipping and receiving function in the District Office. Facilitates and supports meeting arrangements including, but not limited to, conference room reservation, hospitality, and meeting room preparations.
  • Serves as a liaison between the District Office and Corporate security, supplying pictures for security badges, testing new technologies or procedures, and requesting additional support, as needed.


Corporate Citizenship


  • Serves as the Volunteer Council Member for the District Office to positively impact Insperity employees, clients, and communities, and support Insperity’s mission to help businesses succeed so communities prosper. Responsibilities include but are not limited to creating, leading, sharing, and reporting local volunteer and philanthropy initiatives, overseeing local corporate donations, attending training, and promoting Corporate Citizenship initiatives as requested.


Other Responsibilities

  • Assists in the accomplishment of Insperity Company goals.
  • Helps other employees to accomplish Insperity Company goals.
  • Performs other duties as may be assigned by department supervisor.
  • Participates in the Disaster Recovery plan as required.




  • High School Diploma or equivalent is required.
  • Three years of related work experience in office administration and customer support is required. Experience in sales office administration is preferred.




  • Demonstrates active listening, emotional intelligence, empathy, interpersonal skills, and networking skills to maintain open lines of communication for internal and external groups such as employees, prospects, clients, vendors and corporate partners.
  • Ability to follow written and oral instructions and analyze situations accurately to take effective action.
  • Effective and tactful verbal and written communication skills in dealing with a wide variety of people.
  • Working knowledge in Word, Excel and PowerPoint required; previous experience with Windows required; report writing experience a plus; some training or facilitator experience preferred; proficiency in operating personal computers, printers, and copiers required.
  • Appropriate application of Insperity’s policies and procedures including expense guidelines, sales policies, information governance, brand guidelines, onboarding and offboarding of District Office personnel, corporate citizenship programs and guidelines.
  • Proficiency in Insperity’s sales and corporate technology systems such as Salesforce, DocuSign, Premier Pathway, AIMS, learning management system (LMS), Inside Insperity, Sales Coach, MS Teams and Zoom.
  • Appropriate application of modern office methods, procedures, and equipment, including business letter writing, general principles, practices, and procedures of a sales office; performing confidential and responsible administrative duties with speed and accuracy; knowledge of clerical methods, techniques, and filing systems (including computer data management) used in compiling and maintaining records and preparing reports.
  • Ability to work independently in the absence of direct supervision and under narrow time constraints to solve complex problems.
  • Ability to handle sensitive situations, materials and communications with sound judgment and discretion.





Travels: up to 5% of time



At Insperity, we celebrate the diversity of our employees and our leadership. Insperity is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.


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