Position: Insurance Department Assistant

Department: Insurance | Location: Chicago, IL

Position Description

Insurance Department Assistant

Location: Chicago, IL – W. Diversey & N. Lakeview Ave. (Lincoln Park) (Elks Memorial & National Headquarters)
Department: Insurance & Risk Management
Reports To: Risk Manager, B.P.O. Elks

 

Who We Are

 

The Benevolent and Protective Order of Elks is one of the oldest and largest fraternal organizations in the country, with a proud history dating back to 1868. Today, with more than 800,000 members in nearly 1,800 communities, our mission is rooted in charity, patriotism, and community service. Each year, the Elks contribute over $70 million in cash and $590 million in goods and services to support veterans, students, youth, and individuals in need.

 

Our facilities here in Chicago are our national headquarters. Our dedicated staff play a vital role in carrying out our mission. From maintaining our historic Memorial building and administrative facilities to supporting our national programs, we are committed to service, stewardship, and making a lasting impact.

 

Why Work with Us

 

At the Elks, we know our employees are our greatest strength. We foster a culture of collaboration, respect, and professional growth. Team members appreciate:

 

  • Mission-Driven Work: Every role here, whether in facilities, finance, programs, or communications, supports a legacy of community service and “quiet good deeds.”

 

  • Professional Development: We invest in our people with training, mentorship, and opportunities to grow into leadership roles.

 

  • Supportive Environment: We make sure our employees feel valued, supported, and are part of a meaningful cause.

 

  • Historic Setting: Work in one of Chicago’s most beautiful and historic campuses, just steps from Lake Michigan, where history and purpose come together.

 

Position Purpose

 

The Insurance Department Assistant provides administrative, operational, and customer-service support to the Insurance & Risk Management Department. This role ensures the smooth flow of information, accurate processing of insurance-related documentation, timely communication with state-level volunteers, and efficient support of the Risk Manager.

 

Key Responsibilities

 

Administrative & Office Support

 

  • Answer and direct incoming telephone calls professionally and promptly.
  • Receive, sort, and distribute incoming mail; manage outgoing correspondence.
  • Prepare, type, and format documents using Microsoft Word and other Microsoft 365 tools.
  • Operate all standard office, printing, scanning, and duplication equipment.

 

Risk Management Support

 

  • Assist the Risk Manager in preparing for meetings, including organizing materials and logistics.
  • Seamlessly schedule and coordinate virtual meetings (Zoom, Teams, etc.).
  • Distribute meeting materials and follow-up documents to stakeholders.
  • Communicate regularly with Grand Lodge departments to maintain strong cross-functional relationships.
  • Support additional projects and initiatives as assigned.

 

Program & Budget Coordination

 

  • Monitor budgets for State Accident Prevention (SAP) Chairs and track spending trends.
  • Receive, review, and make recommendations on expense reports submitted by SAP Chairs.
  • Maintain, update, and organize departmental files, including those associated with Accident Prevention Chairs.
  • Collect past-due Property Plus premiums from Lodges in arrears and conduct related follow-up communication.

 

Education & Experience

 

Required:

 

  • High School Diploma or equivalent; Associate degree preferred.
  • A minimum of one (1) year of related experience.
  • Excellent proficiency with Microsoft 365 applications (Word, Excel, Outlook, Teams, etc.).
  • Strong customer service skills and professionalism.
  • Proficiency with Microsoft Publisher.
  • Ability to work independently, follow instructions, and adapt to changing priorities.
  • Ability to excel in a fast-paced, confidential environment.

 

Preferred:

 

  • Experience in the insurance or claims industry.

 

Skills & Competencies

 

  • Strong written and verbal communication skills.
  • High level of accuracy, organization, and attention to detail.
  • Ability to handle sensitive information with tact, discretion, and sound judgment.
  • Reliable problem-solving and analytical skills.
  • Ability to multitask, prioritize workload, and manage deadlines.
  • Strong relationship-building skills across departments and with volunteers nationwide.

 

Other Position Requirements

 

  • Occasional overtime or weekend work may be required.
  • Flexibility to shift priorities and maintain productivity during slower periods.

 

Position Details

 

  • Employment Type: Fulltime, Non-Exempt
  • Compensation: $23–$29/hour (based on experience)
  • Work Hours: 8:30 AM – 4:30 PM (M–F); some flexibility available
  • Location: Easily accessible via CTA (Brown/Purple Line, bus lines)
  • On-site Parking Available

 

 

Join Our Team

 

If you are organized, service-oriented, and excited to support meaningful insurance and risk management work, we’d love to hear from you. At the Elks, you’ll find not only a meaningful mission but also a community that values and invests in its people.

 

Apply today at https://www.elks.org/who/careers.cfm

 

Please note, the Elks participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.A. A satisfactory background check is also required.

 

B.P.O. Elks of the U.S.A. is an equal opportunity employer and encourages applications from all qualified individuals.

 

No phone calls, please.