Job Information
IUPAT Executive Assistant in Hanover, Maryland
Description/Job Summary
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.
Responsibilities/Duties
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, included but not limited to meeting room set up, AV needs, room reservations, food and beverage 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.
Required Skills
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.
Required Experience
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.
Preferred Experience
Union experience preferred but not required.
Details
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 ( ) 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.
COMPENSATION LEVEL: $65,000 annual salary and benefits package provided.