A stable, mission-driven nonprofit organization is seeking an Administrative Assistant to join the team. This is a full-time, on-site role providing high-level administrative support to executive leadership. The Administrative Assistant is responsible for coordinating investment, banking, audit, and Board of Trustees meeting processes while maintaining plan records and supporting day-to-day benefits administration.

Salary + Additional Benefits:

• $60,000-$70,000
• 100% Company-Paid Medical Premiums
• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401K - company match

• Assist CFO by coordinating complex investment processes, such as working independently to organize processes involving investment managers, preparing correspondence, preparing investment agreements in line with directions by the Board of Trustees and CFO.
• Act as key role in the management of all plan records in accordance with established record retention policies and procedures.
• Coordinate registration for Trustees and certain office staff for travel to educational conferences and meetings and hotel accommodation, as well as processing travel expense reimbursements in accordance with travel policy.
• Initiate, format, and create content for agenda and gather materials/content for Board of Trustees meetings; coordinate with Administrator, CFO and General Counsel on agenda items; prepare minutes; proofread for spelling, grammar and layout, making appropriate changes.
• Assist CFO, Administrator and financial staff with banking transactions and account management, ensuring accuracy of requested and completed transfers in accordance with established policies and procedures.
• Provide support and assist with annual plan audits, including communicating directly with auditors and vendors related to audit matters and gathering documents and data necessary for the completion of the audits.
• Creating and inputting data into benefits management system.
• Receive and process weekly, bi-weekly and monthly elective deferral payments for local union employees; ensure timely receipt and remittance in accordance with plan procedures and IRS rules.
• Receive and process child support orders from administrative agencies and assist General Counsel in responding to routine subpoenas for records.
• Handle and maintain confidential and non-routine information.
• Act as part of the extended administrative team, providing backup support to peers as needed.
• Support adherence to office procedures and policies by keeping information up to date and escalating issues to the appropriate leader.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.

• Proficiency with office productivity software (e.g., Microsoft Office or similar tools) and comfort working with databases or benefit administration systems
• Knowledge of database management, fiscal management and reconciliation
• Working knowledge of the design and operation of retirement and welfare benefit plans preferred
• Planning and coordination skills
• Ability to maintain confidentiality, exercise sound judgment, and manage competing priorities with accuracy and timeliness
• Excellent organizational skills and attention to detail, with a focus on reliability and follow-through
• Prior experience in an executive support, benefits administration, or union-related environment is beneficial
• Associate's or Bachelor's degree or equivalent combination of education and experience required
• Minimum of 5 years of progressive administrative experience, with recent experience supporting ERISA governed benefit plans strongly preferred, additional education or relevant certifications in business administration or office management are a plus