Executive Assistant to Chief Operations Officer

We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to our Chief Operating Officer and executive team. The ideal candidate will have excellent communication skills, be able to multitask and prioritize effectively, and have a strong attention to detail, a proactive problem-solver and a strong work ethic. We are an established non-profit organization that provides outstanding health and pension benefits with amazing work/life balance. Our benefits include medical, prescription, dental and vision coverage with NO PREMIUM for employee and low monthly cost to cover dependents. We offer generous paid time off, including vacation, sick time and holidays. We also offer two pension plans and a 401(k).

Responsibilities

• Assist Chief Operating Officer in all facets of her position to ensure efficient operation.
• Assist Chief Operating Officer 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.
• 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/schedule meetings and maintain COO’s calendar.
• 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, scheduling travel arrangements, managing expense reports, and tidying the Executive File and Conference Rooms.
• Handle other responsibilities as assigned by the COO.

Skills

• Excellent verbal and written communication
• Strong phone and customer service skills
• Advance Proficiency in Microsoft Outlook, Word, Excel and PowerPoint
• Type 65-70 wpm
• Ability to communicate across all levels efficiently.
• Excellent organizational skills and attention to detail
• Ability to proofread for accuracy in grammar and writing
• Ability to prioritize multiple tasks and meet deadlines

Experience

• Proven experience as an executive assistant or personal assistant supporting senior executives in a fast-paced office environment.
• Demonstrated proficiency in office management software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and Microsoft Outlook Calendar.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Experience with event planning, project coordination, bookkeeping (QuickBooks preferred), and data entry.
• Familiarity with transcription, proofreading, filing systems, and clerical procedures to ensure accuracy and efficiency.
• Ability to handle sensitive information discreetly while maintaining a high level of professionalism at all times. Join our team as we drive operational excellence through dedicated support for our leadership!