JOB OVERVIEW

The Teamsters Local 213 Members Benefit Plans administration office provides the day-to-day administration services for three multi-employer benefit plans (two health and welfare, one pension) for union members. We are seeking an executive assistant to provide administrative and office support to the Administrator. The ideal candidate will be a proactive problem solver and a well-rounded individual with multitasking proficiency and meticulous attention for details. This person should have experience working in an office environment providing support to upper management and possess strong administrative and organizational skills.
This position is a job classification category 3 covered by the collective bargaining agreement between MoveUP and Teamsters Local 213 Members Benefit Plans.

SKILLS

• 4+ years of experience in an administrative role reporting directly to upper management.
• Strong time management and organizational skills, the ability to prioritize tasks and manage multiple concurrent projects with competing deadlines.
• Excellent written and oral communication skills.
• Ability to work independently as well as collaboratively within a team environment, a self-starter with a positive attitude and desire to build and maintain strong working relationships.
• Strong analytical skills and the ability to identify and proactively resolve issues quickly and effectively.
• Ability to work in a fast-paced environment, adaptable to changing priorities and situations and willing to embrace new challenges.
• Technologically proficient, ability to effectively use operating systems (Windows), software applications (Microsoft Office 365, QuickBooks) and digital tools to perform tasks, solve problems and enhance productivity, knowledge of cybersecurity best practices and data protection, and an aptitude for learning other relevant software and systems.
• Excellent judgement in handling sensitive and confidential information with a high degree of discretion and professionalism.
• Experience in project management, financial accounting principles and practices, and relevant group benefits administration with union multi-employer plans considered an asset.
• IFEBP CEBS or GPA/RPA designation or equivalent (or working towards) also an asset.
  We thank all applicants for their interest and note that only applicants who have been shortlisted will be contacted for an interview. We look forward to welcoming an enthusiastic Executive Assistant who is ready to contribute to our team’s success!
  Job Type: Full-time
  Pay: $35.06-$37.65 per hour
  Expected hours: 35 per week

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Vision care

Work Location: In person
Application deadline: 2025-08-3

• Administrative Support: Provide comprehensive administrative and office support to the Administrator, including typing, dictation, spreadsheet creation, research and reports, maintenance of filing system and contacts database, and assist with assigned IT and other projects. Manage professional scheduling for the Administrator, including handling agendas, mail, email, phone calls, client management, and other company logistics.
• Office Management: Oversee office supplies, maintain filing systems, point of contact for suppliers and service providers, plan and organize company events, and handle general administrative duties.
• Meeting Coordination: Organize and schedule Board of Trustees meetings, prepare agendas, control content and flow of information to and from relevant stakeholders and ensure logistical arrangements are in place.
• Trustees Education Management: Enroll Trustees for conferences and educational seminars and maintain educations records. Renew annual membership for Trustees with the educational institution.
• Document and Record Retention Management: Organize, file and maintain both physical and digital files, ensure easy access to important information. Administer and maintain records in accordance with record retention policies to ensure compliance is met. Coordinate annual archiving and secure destruction of records with storage facility.
• Calendar Management: Manage and maintain various Outlook calendars
• Year-End Related Tasks: Coordinate and oversee various year end tasks, which include but are not limited to, staff annual vacation scheduling, staff eye exam appointments booking, and coordinating large mailouts with the mailing house.
• Financial Administration: Assist with bookkeeping, including processing and paying invoices, maintaining expense reports and purchase requisitions, payroll backup, and managing investment manager capital call notifications.
• Other Duties: Providing back-up to other benefits administrator positions as assigned by the Administrator.