Senior Administrative Assistant/Agency Travel Coordinator

Ozark is hiring a full-time Senior Administrative Assistant/Agency Travel Coordinator to join our expanding team!

The hours for this position are Monday – Friday, 8:00 AM – 4:30 PM, on site at our downtown Kansas City, MO office location.

Overview

This role is responsible for coordinating event logistics and providing executive administrative support across Ozark National Life.

The position manages end-to-end logistics for agent events and corporate meetings — including venue research and selection, pricing evaluation, travel booking, and on-site coordination — while also supporting the President, VP of IT, and VP of Sales & Distribution with calendar management, travel arrangements, and day-to-day operational needs.

This role requires a detail-oriented, proactive professional who can manage multiple priorities, work independently, and exercise discretion with sensitive information. Travel is required for the planning and execution of annual agent events.

Key Responsibilities

Senior Administrative Assistant

• Provide administrative support to the President of Ozark National Life and VP of Sales & Distribution, including calendar management, meeting coordination, travel arrangements, expense processing correspondence, and follow-up on key action items.
• Prepare, organize, and maintain meeting materials, files, records, reports, and shared documents with a high level of accuracy and confidentiality.
• Coordinate internal and external meetings, including scheduling, room setup, agendas, attendee communication, and materials as needed.
• Assist with special projects, departmental requests, and leadership support needs as assigned.
• Represent the President and Ozark National Life and VP of Sales & Distribution professionally when

interacting with agents, vendors, hotel partners, associates, and leadership.

Agency Travel Coordinator

• Serve as the primary coordinator for agency-related travel and event logistics, partnering with leadership, the travel agency, hotels, vendors, accounting, and internal stakeholders.
• Work with the travel agency to request proposals based on leadership criteria, desired locations, room requirements, and event needs.
• Travel as needed to conduct site inspections with travel agency partners and venue representatives. Evaluate meeting spaces, guest accommodations, dining options, transportation logistics, event flow, and overall attendee experience to support leadership's venue selection and event planning decisions.
• Coordinate contracts, payments, deposits, invoices, and event-related cost tracking in partnership with accounting.
• Book and coordinate agent and associate flights, lodging, itineraries, ground transportation, rooming lists, and schedule details.
• Maintain event timelines, task lists, attendee lists, rooming lists, travel schedules, vendor confirmations, and other planning documents.
• Coordinate shipping of event materials, awards, giveaways, welcome gifts, and other event supplies to the hotel or venue.
• Work with leadership to coordinate schedules and A/V needs based on information provided by event owners and presenters.
• Communicate hotel room attrition, deposit deadlines, contract milestones, and key logistics to leadership and internal partners.
• Attend select events as needed to greet attendees, support arrival/check-in, coordinate with vendors and hotel staff, and help ensure the event runs smoothly.

Required Qualifications

• 3+ years of experience in Administrative Assistant Support, event logistics, travel coordination, agency

support, or a comparable operations role.

• Strong organization and follow-through with the ability to manage competing priorities, detailed timelines, and multiple events at once.
• Experience coordinating travel, lodging, vendors, contracts, invoices, rooming lists, and event details preferred.
• Professional written and verbal communication skills with the ability to interact confidently with executives, agents, associates, vendors, and hotel contacts.
• High level of discretion, sound judgment, and professionalism when handling confidential or sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; ability to maintain accurate trackers and planning documents.
• Willingness and availability to travel for select site visits, agency events and provide on-site support when needed.

Preferred Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience supporting a President, senior executive, or leadership team.
• Experience working with hotels, travel agencies, event vendors, or meeting planning partners.
• Familiarity with event planning tools, travel booking processes, accounting/payment coordination, or

expense reconciliation.

Ozark National Life Insurance is a wholly owned subsidiary of Americo Financial Life and Annuity Insurance Company