International Painters & Allied Trades Industry Pension Fund
7234 Parkway Drive, Hanover, MD 21076
JOB TITLE:Executive Secretary
REVISION DATE: July 15, 2014
FLSA STATUS: Non-Exempt (Non-Bargaining)
DEPARTMENT: Executive Offices
REPORTS TO: Fund Administrator and Director of Operations
SUPERVISES: Not Applicable
The Executive Secretary provides senior level administrative support to the Fund Administrator and Director of Operations. The position proactively assists with the administration of the day to day operations of the Pension Fund and duties of the Fund Administrator and Director of Operations. Additionally, the position is responsible for supporting overall functions of the Fund, including but not limited to calendar management, travel arrangements, preparation of various correspondence, Executive Office file maintenance and general record keeping, and special projects as assigned.
PRIMARY DUTIES & RESPONSIBILITIES:
K Research, create, and compile documentation for quarterly Board reports and presentations.
K Generate correspondence relating to executive assignments.
K Maintain calendars for the Fund Administrator and Director of Operations.
K Update and maintain travel and hotel reservations for the Fund Administrator, Director of
Operations, and Board of Trustees.
K Respond to requests from District Councils and Local Unions.
K Coordinate waivers related to the suspension of benefits rule.
K Edit, proof, and review letters, memos, reports, presentations, and printed materials for the Fund.
K Work closely with the Fund Counsel regarding legal matters.
KProcess various requests for information involving the Fund Administrator and Director of Operations.
K Respond to participants with questions/concerns if escalated to the Fund Administrator or Director of Operations level.
K Coordinate signage of documents involving Board of Trustees, Fund Administrator, and/or Director of Operations.
K Prepare and provide monthly and/or quarterly reports to District Councils and Local Unions.
KPoint of contact for Board members and professionals.
K Determine matters of top priority and handle accordingly.
K Prepare confidential/sensitive documents and distribute mail for the Executive Offices.
K Receive and relay telephone messages.
KHandle administrative expense matters for the Fund Administrator and Director of Operations.
K Prepare agendas and make arrangements for committee, Board, and other meetings.
K Prepare daily Fund office emails and the daily IPF mail report for the General President’s review.
K Greet and receive Executive Office visitors.
K Complete special projects as requested.
K Other duties as assigned.
KNOWLEDGE, SKILLS, & ABILITIES:
K Excellent customer service and written and oral communications skills.
K Proficient in grammar, spelling, and punctuation.
K Excellent time management, organization, and coordination skills.
K Ability to juggle multiple responsibilities.
K Display discretion and maintain confidentiality of information both internally and externally
KFunction with a high level of attention to detail.
K Display diplomacy and sound judgment.
K Ability to resolve problems independently.
K Punctuality and good attendance required.
KProfessional appearance and demeanor required.
K Foster teamwork and display a positive attitude.
K Respectful of others in the workplace.
KExhibit productive mannerisms.
K College level education with five (5) to ten (10) years of administrative support experience.
K Intermediate to advanced knowledge of Microsoft Word, Excel, PowerPoint, Web Browser, and Email.
KUnion experience preferred but not required.
K Normal office environment.
K Lifting of light boxes may be required in the course of organizing and/or distributing work.
K Forty (40) hours constitutes the regular work week. The work day consists of eight (8) hours with a half an hour (½) or one (1) hour unpaid lunch break. The office incorporates optional flex start times which begin at 7:00 a.m. in increments of fifteen (15) minutes until 8:30 a.m. The office is open Monday through Friday from 7:00 a.m. to 5:00 p.m.
K Business professional dress code.
Competitive salary and benefits package provided.
Qualified candidates should submit a letter of interest and resume to
This job description indicates the general nature and level of work being performed by the employee in this position. It is not intended to be an exhaustive list of all tasks, duties, and qualifications of the employee assigned to this position. The employee may perform other related duties outside of their normal responsibilities from time to time to meet the ongoing needs of the organization.