Executive Assistant

Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success. ERS is open for business five days a week, 8:00 am to 5:00 pm, to meet customers where they need us: in person, on the phone, in their communities, and online. ERS currently offers opportunities that include flexible work schedules.

ERS is seeking an Executive Assistant to perform highly complex (senior-level) professional assistance work for Benefits Communications leadership and staff. Work involves coordinating and overseeing high-level administrative operations and projects for the division. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual or unique situations arise.

May occasionally assist others in performing work of greater complexity. Maintains a high level of discretion working with confidential employee and member information.

Performs tasks associated with division operational budget items and purchasing, including but not limited to:

• Requisition s
• Budget transfers
• Purchase order change requests
• Invoice payment approvals and reconciliation
• Routine budget reporting
• Assistance with annual budget planning

Carries out administrative duties for various division-wide initiatives

• Provides support and coordination for internal meetings, scheduling and shared calendars
• Assists with updates to and maintenance of division’s intranet pages
• Registers leadership and staff for conferences and seminars, as needed
• Serves as Travel Administrator for the division; processes travel arrangements for division staff, reviews travel expenses for eligibility and helps with their submission, and manages division use of travel software
• Prepares administrative communications, as needed
• Acts as liaison to Operations Support and, as needed, Information Systems divisions, ensuring equipment is functional, and safety and security measures are in place

Carries out administrative duties for personnel-related tasks

• Reviews personnel actions and justification letters to ensure accuracy, coordinates routing through e-signature solution for approvals and tracks deadlines
• Enters personnel-related actions, and requests to post vacant positions and recommendations to hire in budgeting software to ensure items pass budget check
• Coordinates the movement of people and equipment to new office space configurations

Carries out administrative duties for division leadership and staff:

• Serves as division records retention coordinator, maintaining files and records in SharePoint, Teams and, as needed, other platforms in compliance with records retention policies
• Formats, proofs and finalizes division documentation and reporting
• Maintains and tracks contract files, policy documents and Legal Services Requests for the division
• Prepares documents in Docu Sign to route for approvals

Supports administration of the division’s core functions of member and employee communications:

• Proofreads member and internal communications
• Coordinates with internal and external printing services and other external vendors
• Monitors group email boxes, forwards messages to appropriate ERS staff, and tracks responses and other follow-up
• Serves as the division’s representative on ERS’s internal employee engagement committee
• Assists with coordination of internal and external events, including scheduling agency leadership and other participants, booking venues and assisting with outreach to speakers and exhibitors
• May work with division staff to compile and track metrics, including survey results, analytics and other data for…