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Executive Assistant to Fund Manager

Health Services & Benefit Administrators, Inc.

in Dublin CA

Position overview: Health Services & Benefit Administrators is seeking an Executive Assistant. The primary purpose of the Executive Assistant position is to support the Fund Manager in the performance of the responsibilities and duties associated with the successful operation of the Health & Welfare, Pension and Annuity Funds. The Fund Manager and the Assistant Fund Manager shall be a TEAM working closely together to ensure; adherence to all compliance standards and procedures, the delivery of Exceptional Service to the participants and the continual review for opportunities to improve efficiencies and reporting. 

Duties and Responsibilities:

  • Take dictation in and transcribe notes on paper, computer, or transcribe from voice recordings.
  • Compose and type routine correspondence.
  • Organize and maintain file system, file correspondence and other records.
  • Arrange and coordinate travel schedules and reservations for trust meetings and or conference calls.
  • Assist with conducting research, compiling statistical reports and graphs.
  • Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe meeting minutes.
  • Make copies of correspondence or other printed materials.
  • Prepare ingoing 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.
  • Perform administrative duties for the Annuity and Pension Funds.
  • Work with TPA Management and Fund Manager to establish Customer Service Standards and monitoring processes to ensure the highest levels of participant service.
  • Assist Fund Manager 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 Fund Manager with the organization, requests and performance of annual audits.
  • Assist Fund Manager with the resolution of administrative software issues.
  • Looks for process improvements and efficiencies to improve service and/or reduce costs.
  • Assist the Fund Manager 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 Fund Manager.

Qualifications (Required – R / Preferred – P)

  • Minimum of 3-5 years of working with Taft-Hartley Funds -R
  • BS / BA (2-4year degree) or equivalent work experience
  • CEBS , IFEB certification is a plus -P
  • High school diploma or general education degree (GED) – R
  • 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 in order to follow through with them to completion - 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. Someone who has strong planning and organization skills with a proven ability to meet deadlines. Demonstrates oral and written communication skills.

How to Apply

Interested applicants should send a cover letter and resume to apacheco@hsba.com for consideration.


This ad has been viewed 747 times. It expires on 3/17/2018.

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