Executive Assistant

Board of Trustee Committees/Project Coordination – 40%:

• Assists in ensuring that issues and risks are documented, managed, or resolved in a timely and effective manner.
• Coordinates and maintains applicable committee/project schedules and agendas, which include tracking action items, deadlines, and deliverables.
• Manages and coordinates aggregated tasks and deliverables, helping to provide prioritization as to avoid conflicts or bottlenecks.
• Coordinating applicable meeting logistics and information including arranging for video/ teleconferencing, arranging lunch, distribution of meeting materials and taking minutes.
• Assists in the running and documenting of committee/project after-action-reviews and ensuring that learnings are shared.
• Helps foster a collaborative and positive relationship-building dynamic with internal staff and external parties.
• Responsible for providing any applicable education, training, on-boarding and/or mentorship pertaining to committee meetings/project as needed.

Compliance – 40%

• Manages and coordinates trustee attendance at Board of Trustee and committee meetings, including coordinating travel with external travel agent and internal stakeholders.
• Manages and coordinates trustee and staff attendance at the annual IFEBP conference, including conference registration, travel coordination with external travel agent and internal stakeholders.
• Reviews and approves trustee and CPCO expense reports ensuring compliance with established policies and procedures.
• Manages policy interpretation questions with CPCO and other stakeholders.
• Looks to provide feedback and make recommendations regarding policies and procedures to improve processes.
• Reviews legal invoices and other documents requiring CPCO approval, ensuring all pertinent information has been provided.

Administrative – 20%

• Responsible for calendar management, meeting schedules, meeting preparation and summaries.
• Responsible for keeping Outlook contacts and distribution lists up to date.
• Answers telephone calls and handle accordingly.
• Maintains file systems (paper and electronic).
• Drafts and/or edit presentations, correspondence, memos, reports, including proofreading and summarizing documents.
• Coordinates CPCO travel arrangements; complete expense reports; prepares annual budget.
• Provides systematic and dependable follow-up on all outstanding items without being asked.
• Distributes reports when needed.
• Assists the other EAs with meetings or tasks as needed.

Minimum Qualifications:

• Bachelor’s Degree required.
• Project coordination/management experience.
• Minimum 5 years of experience providing administrative support to a C-level executive.
• Proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel, Adobe Pro.
• Proficient with current office technologies and early adopter of new technology.
• Knowledge of participant health and pension plans is a plus.

Knowledge, Skills, and Abilities:

• IT application and software
• Executive office protocol
• Meeting planning and coordination
• Calendar management
• Microsoft Suite
• Business writing
• Project management
• Taking meeting minutes
• Preparing expense reports
• Proofreading and editing
• Arranging executive travel and related logistics
• Multi-tasking and prioritization
• Anticipate needs
• Detail-oriented
• Work under pressure and short deadlines with speed and accuracy
• Maintain confidentiality
• Be diplomatic and tactful, but firm, in the role as a “gatekeeper”

Competencies:

• Customer Focus – Gains insight into customer needs; identifies opportunities that benefit the customer; builds and delivers solutions that meet customer expectations; establishes and maintains effective customer relationships.
• Decision Quality – Makes sound decisions, even in the absence of complete information; relies on a mixture of analysis, wisdom, experience, and judgment when making decisions; considers all relevant factors and uses appropriate decision-making criteria and principles; recognizes when a quick 80% solution will suffice.
• Ensures Accountability – Follows through on commitments and makes sure others do the same; acts with a clear sense of ownership; takes personal responsibility for decisions, actions, and failures; establishes clear responsibilities and processes for monitoring work and measuring results; designs feedback loops into work.
• Communicates Effectively – Is effective in a variety of communication settings: one-on-one, small and large groups, or among diverse styles and position levels; attentively listens to others; adjusts to fit the audience and the message; provides timely and helpful information to others across the organization; encourages the open expression of diverse ideas and opinions.
• Instills Trust – Follows through on commitments; is seen as direct and truthful; keeps confidences; practices what he/she preaches; shows consistency between words and actions.

• Due to the COVID-19 pandemic, the Plans require all employees whose jobs necessitate them to work in the office to be fully vaccinated. The Plans do not discriminate on the basis of disability or religion and will provide reasonable accommodations that do not cause an undue hardship to the Plans' operations or pose a direct threat to the safety or health of individuals in the workplace.