Executive Assistant Wilson-McShane Corporation, a third-party administrator for Taft-Hartley Funds, is seeking a full-time highly organized and proactive Executive Assistant to serve as a trusted partner to the CEO. This role provides high level administrative, operational, and project management support while maintaining confidentiality and effectively managing multiple priorities in a fast-paced environment.
Essential Duties:- Provide strategic support and optimization for the CEO's calendar, email, travel, and meetings.
- Coordinate travel arrangements, including itineraries, logistics, and contingency planning, if necessary.
- Maintain and organize documents, records, and filing systems to ensure accuracy, accessibility, confidentiality, and efficient retrieval of information.
- Coordinate and support internal and external meetings, including scheduling, logistics, agenda preparation, meeting materials, and follow-up on action items and deliverables.
- Provide technology support for presentations and Microsoft Teams meetings, including setup, coordination, and troubleshooting as needed.
- Maintain accurate client records, contact information, and history.
- Coordinate RFPs, proposals, and presentation materials, including research, content updates, and proposal refreshes for prospective clients.
- Conduct client, industry, and market research to support business development activities and strategic opportunities.
- Support trustee relationships, including assisting coordination of the annual IFEBP.Plan and coordinate client-focused events and appreciation efforts that enhance relationship building and client satisfaction.
- Provide project management and administrative support for organizational initiatives, ensuring effective coordination, execution, and follow-through.
- Maintain confidentiality when handling sensitive information and internal communications with professionalism and discretion
- Other duties and projects as assigned
- This is an exempt position with compensation range of $85,000-$100,000 per year and includes benefits such as the following:
- Low Deductible Health, Prescription Drug and Dental Benefits
- Voluntary Vision, Accident, Critical Illness and Pet Insurance
- Flexible Spending Account (FSA)
- Employer Contribution to 401(k) & Employee Stock Ownership Plan (ESOP)401(k) and Roth 401(k)
- Paid Holidays and Paid time off
- Dependent Care Reimbursement Account
- Life Insurance and AD&DEmployee Assistance Program, including access to confidential counseling (virtual and in-person)
- To perform the job successfully, an individual should have the following qualifications:5+ years of experience supporting senior executives, preferably a C-suite leader.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, and Excel.
- Experience coordinating meetings, travel, and executive communications.
- Ability to handle confidential and sensitive information with discretion.
- Exposure to board, trustee, or governance support activities.
- Strong project management and follow-through skills.
- Some travel to support the CEO and/or clients is required.
Key Competencies:- Proactive mindset and can anticipate needs before they arise
- Operational excellence delivers reliable, high-quality execution under pressure.
- Strategic awareness understands business priorities and aligns support accordingly.
- Relationship management builds trust with senior stakeholders.
- Adaptability thrives in a dynamic, fast-changing environment.
