Executive Assistant
3 weeks ago
Job Title: Executive Assistant
Department: Executive Office
Reports To: Fund Administrator and Chief Operating Officer
POSITION OVERVIEW:
The Executive Secretary provides senior level administrative support to the Fund Administrator and Executive Team. The position proactively assists with the administration in the day-to-day operations of the Pension Fund and duties of the Fund Administrator. The incumbent is expected to act with the utmost discretion at all times in this highly sensitive role. Additionally, the position is responsible for supporting overall functions of the Fund, including but not limited to calendar management, travel arrangements, preparation of various correspondence, Executive Office file maintenance and general record keeping, and special projects as assigned.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Coordinate processing of incoming investment agreements and maintain filing system for all investment related documentation.
- Assist with Capital Call facilitation, including obtaining authorized signatures and coordination with the investment manager.
- Work with various investment managers to ensure proper signatories are on file and provide documentation as needed.
- Assist the Trustees of the Fund in expense reporting, meeting details and reservation requests.
- Handle the logistics of the Board of Trustees, including but not limited to meeting room set up, AV needs, room reservations, food and beverages during the meeting and external Trustee dinners.
- Work with Fund professionals to ensure all Board documents are received in a timely manner and shared with the Board in advance of the meeting.
- Set up zoom meeting links and run the meetings through zoom as needed, sharing the professionals’ documents as requested.
- Generate correspondence relating to executive assignments.
- Maintain calendars for the Fund Administrator.
- Update and maintain travel and hotel reservations of the Fund Administrator, Chief Legal Officer and Executive staff as needed.
- Set up internal meetings including setting up a zoom link, sending out calendar invites and preparing an agenda as needed.
- Coordinate signage of documents involving Board of Trustees, Fund Administrator, and/or Co-Chair.
- Maintain a filing and tracking system for all professional retainers and agreements.
- Prepare confidential/sensitive documents and distribute mail for the Executive Offices.
- Receive and relay telephone messages.
- Handle administrative expense reporting for the Executive team.
- Coordinate travel for the Fund Administrator including booking airfare, rental car and hotel room as needed.
- Greet and receive Executive Office visitors.
- Complete special projects as requested.
- Other duties as assigned.
RequirementsKNOWLEDGE, SKILLS, & ABILITIES
- Excellent customer service and written and oral communications skills.
- Proficient in grammar, spelling, and punctuation.
- Excellent time management, organization, and coordination skills.
- Ability to juggle multiple responsibilities.
- Display discretion and maintain confidentiality of information both internally and externally.
- Function with a high level of attention to detail.
- Display diplomacy and sound judgment.
- Deliver basic problem solving and prioritization skills.
- Ability to resolve problems independently.
- Punctuality and good attendance required.
- Professional appearance and demeanor required.
- Foster teamwork and display a positive attitude.
- Respectful of others in the workplace.
- Exhibit productive mannerisms.
QUALIFICATIONS:
- Five (5) to ten (10) years of executive level administrative support experience.
- Intermediate to advanced knowledge of Microsoft Word, Excel, PowerPoint, Web Browser, and Email.
- Union experience preferred but not required.
- Normal office environment.
- Lifting of light boxes may be required in the course of organizing and/or distributing work.
- Forty (40) hours constitutes the regular work week.
- The work day consists of eight (8) hours with a half an hour (½) or one (1) hour unpaid lunch break.
- The office incorporates optional flex start times which begin at 7:00 a.m. until 8:30 a.m.
- The office is open Monday through Friday from 7:00 a.m. to 5:00 p.m.
- Casual dress code.
BenefitsComprehensive benefits package, including fully paid medical/Rx, dental, vision, short and long-term disability, life insurance, 401k and pension, paid holidays and other time off. Gym on site.
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