Executive Assistant to the COO

CONTACTS AND RELATIONSHIPS

Employee works with or has contact with the Trustees, Plans’ CEO, COO, Plans’ participants, participants’ business managers and/or employees, all departments within the organization, outside consultants, legal counsel and vendors.

Essential Functions

• Assist the COO in all facets of her position to ensure efficient operation.
• Assist COO with Communications, IT, Benefits Analysis and Operations & Demographics-based projects, as may be necessary to meet the Plans’ objectives.
• Manage all aspects of the administrative function in preparation for the quarterly Benefits Committee meetings, including communication with the Committee Co-chairs and Trustees, the Plans’ Health and Pension consultants, counsel and staff as necessary. Use independent discretion and judgment to accomplish work, including the following related tasks:
• Send all Benefits Committee notices/agenda items and circulation of all meeting materials in a timely manner.
• Attend quarterly Benefits Committee meetings, or other Board meetings as may be assigned, and prepare meeting minutes.
• Assist COO with preparation and follow up of action item lists following trustee meetings through the SharePoint tools to ensure all pending action items are completed timely.
• Prepare reports, presentations and other documents for executive review.
• Conduct research and gather information to support executive decision-making.
• Maintain all insurance policies for the Plans (i.e., cyber liability, fiduciary liability, Employment Practices, Fidelity Bond, Errors & Omission, Commercial Package, Earthquake, and Workers Compensation), including the following:
• Ensuring all insurance policies are up-to-date;
• Prepare applications for annual renewals and binding; and
• Issue invoices for the waiver of recourse premiums for the fiduciary liability coverage
• Assist with the preparation of the annual Health Fair events in Los Angeles and New York, including maintaining the flu shot reservations and sending out raffle prizes.
• Provide support to other Executive Assistants on day-to-day operations, as required.
• Manage content and all records retention for the Plans’ library and Executive Office files.
• Field and record incoming telephone calls for the COO, and as necessary for the CEO, using independent discretion and judgment as to the course of action for callers.
• Manage and maintain executive schedules, including scheduling travel and meetings.
• Compose correspondence for the COO.
• Assist with any projects that may arise from other departments (i.e., Pension, Eligibility, Claims, Accounting and Contributions & Compliance) as assigned by the COO.
• Perform other duties involved with the administration of the Executive Office, including handling mail, managing expense reports, and tidying the Executive File and Conference Rooms.
• Handle other responsibilities as assigned by the COO.
  

Additional Reponsibilities

• Perform other duties involved with the administration of the Executive Office including handling mail, scheduling travel arrangements, managing expense reports, and maintaining Boardroom and conference line reservations.
• Handle other responsibilities as assigned by the CEO.
  
  

Skills And Abilities

• Excellent verbal and written communication
• Strong judgment and decision-making skills
• Ability to independently handle complex administrative function with multiple priorities
• Strong phone and customer service skills
• Advance Proficiency in Microsoft Outlook, Word and Excel, PowerPoint
• Type 65-70 wpm
• Excellent organizational skills and attention to detail
• Ability to proofread for accuracy in grammar and typing
• Ability to meet deadlines
• Ability to work independently with minimal supervision
• Ability to maintain confidentiality of sensitive information
• Ability to accept direction and developmental guidance from supervisor
• Ability to work effectively with individuals at all levels
• Regular, predictable, and reliable attendance is required
  
  

Education And Experience

Bachelor’s Degree in Business Administration or related field is preferred with five or more years of administrative support experience preferred.

Physical Requirements

Manual dexterity sufficient to operate standard office machines. Must be able to sit or stand for extended periods of time. Requires sitting, bending, standing, reaching and lifting up to 10 lbs.

STATUS

Exempt

Location

Onsite

Pay Range

$73k - $78k per year