Executive Assistant to Account Executive

Job Summary:

Health Services \& Benefit Administrators is seeking an Executive Assistant. The primary purpose of the Executive Assistant position is to support the Account Executive in the performance of the responsibilities and duties associated with the successful operation of the Health \& Welfare, Pension and Annuity Funds. The Account Executive and the Executive Assistant shall be a TEAM working closely together to deliver Exceptional Service to the participants and the continual review for opportunities to improve efficiency, reporting and relationship with clients.

Duties and Responsibilities:

• Manage calendars, schedule meetings, and coordinate communications for Account Executives
• Serve as a first point of contact for client inquiries; escalate items requiring Account Executive attention.
• Take dictation in and transcribe notes on paper, computer, or transcribe from voice recordings to narrative minutes
• Organize and maintain file system, file correspondence and other records
• Arrange and coordinate travel schedules and reservations for trust meetings and or conference calls and events
• Assist with conducting research, compiling statistical reports and graphs
• Make copies of correspondence or other printed materials
• Prepare incoming and outgoing mail and correspondence, including e\-mail, faxes, US Mail.
• Liaison with appropriate Union staff when clarity is required. Effectuate and communicate all changes to the appropriate fund staff on a timely basis.
• Prepare Print \& Mail projects to large populations to meet reporting and disclosure deadlines.
• Work with TPA Management and Account Executive to establish Customer Service Standards and monitoring processes to ensure the highest levels of participant service and or performance guarantees
• Assist Account Executive with the resolution of vendor issues, problems \& performance Guarantees
• Work to build relationships and communications to minimize future issues.
• Maintains and secures proper recordkeeping, filing password and legal requirement organization systems and calendar for clients
• Assist Account Executive with the organization, requests and performance of annual audits
• Assist Account Executive with the resolution of administrative software issues
• Looks for process improvements and efficiencies to improve service and/or reduce costs
• Assist the Account Executive in the enforcement of all policies, procedures and regulations
• Acquire operational and detailed benefit knowledge of all Funds and systems.
• Performance of special projects or duties as assigned by the Account Executive
• Attend \& present at local union meetings to assist with training plan participants and support business agents
• Update account databases, CRM systems, and trust management software
• Perform all administrative duties

Qualifications:

• Minimum of 3\-5 years of working with Taft\-Hartley Funds \-R
• BS/BA (2\-4year degree) or equivalent work experience \- P
• CEBS, IFEB certification is a plus \-P and will be asked to complete during training
• 3 years of general administrative experience in a professional office environment \- R
• Ability to multi\-task and manage time wisely \- R
• Familiarity in creating and maintaining Excel spreadsheets and Word documents \- R
• Ability to take ownership of tasks and responsibilities \- R
• Knowledge of filing systems and general organizational skills \- R
• General problem\-solving capabilities \- R
• Excellent written and verbal communication skills \- R
• Ability to troubleshoot and provide solutions – P
• Ability to respond promptly to customer needs and maintain confidentiality – R
• Demonstrated project management experience – P
• Must possess a high degree of flexibility, tact and discretion in dealing with confidential information \- R
• Knowledge of Microsoft Outlook Contact Management systems; Microsoft PowerPoint, Visio, Internet Explorer, Microsoft Excel, and Microsoft Word – R
• Knowledge of scanning technology – Required
• Dictation skills – Preferred

Specialized Knowledge needed for Performance of Job:

Must have a strong benefits background in administering Health \& Welfare and Pension and Annuity Plans including some knowledge of plan design, detailed knowledge of Benefit Plan Documents and Summary Plan Descriptions. Job prefers expertise in best practices for efficient administrative processes.

Special Skills:

A self\-starter, who can effectively communicate. Someone who has developed interpersonal skills and knows how to build working relationships with various groups (union leadership and staff, plan professionals, providers, etc.). Seeks to build knowledge and stay current with benefits\-related legislation and regulations. Is proficient with Microsoft Word and Excel.

This position offers a competitive salary which is negotiable depending on experience. Included are, health benefits, paid time off, and opportunities for professional development.

If you meet the qualifications above and are ready to excel in a dynamic environment, we encourage you to apply .

Job Type: Full\-time

Pay: $35\.00 \- $39\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Application Question(s):

• Minimum of 3\-5 years of working with Taft\-Hartley Funds

Education:

• Associate (Required)

Experience:

• Microsoft Excel: 3 years (Required)
• Executive administrative support: 3 years (Required)

Work Location: Hybrid remote in Dublin, CA 94568