Sr. Administrative Assistant
Transamerica US - Louisville, KY

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Description and Qualifications

Company Description

The Transamerica companies offer a wide array of innovative financial services and products with a common purpose: to help individuals, families, and businesses build, protect and preserve their hard-earned assets. With more than a century of experience, we have built a strong reputation on solid management, sound decisions and consumer confidence. The Transamerica companies are wholly-owned subsidiaries of AEGON N.V., an international life insurance, pension, and asset management company based in The Hague, the Netherlands. AEGON has businesses in over twenty markets in the Americas, Europe and Asia serving over 40 million customers across the globe. For more information, visit


Divisional Description

This position will be located in the Corporate Division. Corporate provides centralized service and support to Transamerica's operating companies. Service units include corporate accounting, actuarial, audit, benefits, business development, compliance, information technology, law and tax. This position will be located in Louisville, KY.

Job Summary


This position will provide administrative support and technical assistance to Transamerica Travel and Conference Services and to the Talent Development departments. The position will prioritize the multiple facets of supporting enterprise-wide meetings and incentive programs through building spreadsheets, managing databases and producing event related binders and literature that are driven by deadlines and urgency. The position will provide support to the Talent Development department for various initiatives projects along with day-to-day support needs. The candidate will act as a back-up resource within the area.



Provide administrate and technical support for Travel and Conference Services and Talent Development initiatives. This may include duties such as:

1. Order materials, coordinate and draft communications, prepare meeting agendas, produce materials for meeting participants, create ad hoc reports, mail materials, schedule teleconference and video-conference meetings, develop and maintain SharePoint sites, develop and refine PowerPoint presentations and coordinate travel for team members and provide other related support.

2. Provide a very high level of accuracy when creating reports, entering spreadsheets and database information. Such reports will include: hotel rooming lists, transportation reports, name badge reports, reports on event participation, evaluation summaries, and others.

3. Create and produce meeting collateral for distribution to participants.

4. Build registration websites for large meetings and programs. This will involve the use of HTML skills.

5. Process invoices and expense reports for multiple corporate accounts. The invoices handled are very large, complex and are in the hundreds of pages in length. Verify that internal reports reconcile with vendor billing. Invoice totals can be in excess of $200K. Process expenses for team members including cash advances, mileage, etc. Ability to deal with currency conversions when working with invoices and expenses in non-US dollars. Assist with budget planning and reconciliation.

6. Ensure that contracts or necessary documents are completed and submitted to meet deadlines.

7. Handle smaller meetings. Conduct destination and property research, prepare RFP’s, prepare templates, take quotes and negotiate smaller contracts. Coordinate dinners, golf outings, transportation, etc.

8. Provide coordination and support for various Talent Development initiatives and programs related to leadership development, development of culture, and employee engagement.

9. Maintain confidential information.

10. Provide backup as needed for other team members.



1. High school education or equivalent is required.

2. 3-5 years office experience required. Prior meeting planning experience a plus.

3. Must possess advanced skills with the Microsoft suite of products and a strong desire and acumen for learning new software products:

  • Power Point – Advanced knowledge required. Able to prepare and manipulate a wide variety of presentations, embed video into presentations and link presentations via hyperlinks. Presentations prepared are for Management Board members, senior leaders and training workshops.
  • Excel – Ability to create spreadsheets, manipulate data with formulas and calculations. Knowledge of macros helpful.
  • Word – Advanced knowledge is required. Able to execute mail merges, format graphics for various types and sizes of paper and produce a variety of graphics.
  • Outlook – Ability to efficiently manage multiple calendars; work with participants in multiple time-zones, create invitations to teleconferences and video-conferences both inside and outside the U.S.
  • SharePoint – experience setting up SharePoint sites, managing groups/permissions, organizing data for effective us preferred.
  • Publisher – experience with Microsoft Publisher prefer, but not required.
  • Access – experience working with databases preferred but not required.
4. Generate and maintain confidential files and information.

5. Ability to travel to provide onsite support for various functions. Infrequent travel is required, 1-2 trips per year.

Behavioral Skills


1. Attention to Detail & Quality

2. Problem Solving

3. Creativity

4. Strong written and verbal communication skills

5. Commitment to Task. Sense of urgency. Frequent demands to establish priorities and meet tight deadlines.

6. Tolerance of Ambiguity & Flexibility

How to Apply

To apply for this position, please follow the online application process. Be sure to fully complete the form and include your resume. If you experience technical problems during the application process, please email


Equal Employment Opportunity

Transamerica Life Insurance Company {Realty Advisors, LLC) is an equal opportunity employer and does not discriminate against any applicant or employee because of age, religion, sex, gender identity, genetic information, race, color, national origin, pregnancy, sexual orientation, marital status, participation in the uniformed services (e.g. U.S. Armed Forces, National Guard), physical or mental disability, or any other status protected by federal, state, or local equal employment opportunities laws. Applicants with physical or mental disabilities may be entitled to a form of reasonable accommodation under the Americans with Disabilities Act and certain state and local laws. A reasonable accommodation is a change in the way things are normally done which will insure equal employment opportunity without imposing undue hardship on the Transamerica Companies. Please inform the Human Resources department if you need assistance completing any forms, or to otherwise participate in the application process.



Primary Location



Transamerica US