EXECUTIVE ASSISTANT

Description:

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&D
• Employee 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.

Requirements: