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. 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

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

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.