Executive Assistant

Executive Assistant

This position provides high-level administrative support to the Office of the Executive Director and members of the Executive Team. This role requires exceptional organizational skills, discretion, initiative, and the ability to manage competing priorities in a fast-paced environment. The role delivers high-level communication and maintains relationships with the PERA staff, Trustees, membership, business community members, and other constituents.

The ideal candidate is a highly organized and resourceful professional who thrives in a fast-paced environment and anticipates the needs of the executive team before they arise. The candidates should excel at managing complex schedules, juggling competing priorities, and maintaining flawless attention to detail, while also demonstrating sound judgment and discretion. The ideal candidate should have excellent communication skills and be comfortable communicating with staff at all levels, as well as with the Board of Trustees, external stakeholders and customers.

Essential Duties and Responsibilities:

• Exercises a wide latitude of independent judgment when receiving and screening mail, telephone calls, and visitors while professionally and confidentially responding to inquiries on behalf of members of the Executive Team and escalates issues as necessary
• Facilitates consistent and efficient interaction with other executive and administrative assistants across the organization; demonstrating composure and tact under pressure, and handling matters with sound judgement and confidentiality
• Maintains the calendars for a group of executives, including the scheduling of meetings, appointments, and speaking engagements, which may include preparing PowerPoint presentations and briefing documents
• Anticipates the executives' needs and proactively addresses potential issues
• Conducts research and compiles information to support executive decision-making
• Handles confidential and sensitive information with a high level of discretion
• Assists with special projects, ensuring deadlines are met, deliverables are of high quality
• Prepare, review, and edit correspondence, reports, presentations, and other documents
• Coordinates travel needs and conference requests for the executive team and other divisions as needed
• Tracks and reconciles monthly credit card statements. Completes and submits expense reports in a timely manner for the executive team and other divisions as needed
• Is a trained expert in reviewing expense reports for compliance with PERA policy prior to approval of those reports by an executive
• Reviews and ensures all documentation requiring an executive signature will be reviewed for completeness
• Acquire Notary Authorization, notarizes documents as needed
• Serves as a liaison with internal and external contacts
• Prepares agendas, coordinates and assembles materials and attends team meetings
• Assists with administrative tasks for the Executive Office Division and other PERA Divisions as needed, including but not limited to ordering office supplies, processing invoices for payment, processing contracts and other documents for signature, assisting with planning large company-wide or Board of Trustees events, and providing back-up coverage of the front desk
• Assists with annual budget preparation and monitoring designated budgets and expenditure reporting
• Handles all sensitive and confidential information with the utmost discretion and in accordance with all PERA policies, procedures, or state or federal laws
• Maintains professional appearance at all times that is consistent with a PERA dress code
• Regular and prompt attendance in the workplace
• Participate in training and educational opportunities for ongoing professional development
• Carries out other duties as assigned

Job Qualifications:

• Associate's degree, equivalent training/education, or equivalent professional experience. Experienced senior assistant professional with ten years' overall work experience, including at least five years in high-level administrative roles.
• Demonstrated attention to detail including typing, proofreading, and documenting
• Excellent oral and written communication skills and interpersonal skills
• Proven organizational, analytical, and problem-solving skills.
• High proficiency with skill level with Microsoft Office, Excel, Outlook, PowerPoint, and collaboration tool (Zoom, Teams, Sharepoint, etc.)
• Ability to manage and meet multiple deadlines as well as organize, prioritize, and work with minimal supervision
• Flexibility to work effectively independently and within a team environment, and to at times provide support to executives outside of normal business hours
• Professional demeanor and adaptability

Working Conditions:

• Standard office environment with frequent telephone communication, computer operation, and other office productivity machinery, such as a copy and printer machine.
• Occasional moving and positioning of supplies in excess of 20 pounds
• All employees are expected to present themselves in a professional manner in alignment with the financial services industry
• Ability to sit for prolonged periods of time
• Ability to operate standard PC equipment
• Ability to handle stress associated with frequent deadlines and tight schedules

Hybrid Work Option:

• Opportunity to work from home up to two days per week. Eligibility is dependent upon factors detailed in PERA's Work from Home Policy.