Executive Administrative Assistant III

Job Description

UNITE HERE HEALTH serves over 200,000 workers and their families in the hospitality and gaming industry nationwide. Our desire to be innovative and progressive drives us to develop impactful programs and benefits designed to engage our participants in managing their own health and healthcare. Our vision is exciting and challenging. Please read on to learn more about this great opportunity!

The Executive Administrative Assistant II provides administrative, operational, and relationship support to senior executive leadership. This position requires confidentiality, discretion, anticipation of needs, management of competing priorities, effective communication with individuals at all levels, and will represent the executive and the Fund with credibility and warmth.

This highly visible role serves as a trusted partner to the executive and a key liaison with Trustees, vendors, organizational leaders, employees, and other external stakeholders.

ESSENTIAL JOB FUNCTIONS AND DUTIES

* Provide administrative and project support, including managing phone and email correspondence, preparing documents and spreadsheets, scheduling meetings, coordinating travel, expense reporting, and performing other related duties.

* Manage the executive's complex calendar, including meetings, travel, events, deadlines, and competing priorities;
Anticipate scheduling conflicts, and recommend solutions.

* Track commitments, decisions, deliverables, and follow-up items to ensure the executive is prepared for meetings and commitments and support timely completion.

* Plan and coordinate executive meetings, leadership meetings, special events, and other organizational activities;
Partner will all other Executive and Administrative Assistants across the Fund as needed.

* Prepare, review, and organize correspondence, meeting minutes, presentations, reports, agendas, briefing materials, and other documents.

* Serve as a primary and responsive administrative liaison with Trustees, vendors, consultants, professional advisers, and other external partners.

* Track Trustee questions, requests, decisions, and follow-up items, coordinating responses with appropriate internal leaders.

* Support a positive Trustee experience through timely communication, strong organization, and attentive relationship management.

* Support vendor onboarding, contract administration, invoice processing, and documentation in partnership with the appropriate departments.

* Conduct research, compile information, and prepare summaries to support executive decision-making.

* Manage special projects and assignments as needed requiring coordination, discretion, and independent judgment.

* Identify opportunities to improve administrative processes, information flow, and executive effectiveness.

* Exercise sound judgment when handling sensitive governance, organizational, and personnel matters;
Manage sensitive and confidential information with the highest degree of discretion.

* Represent the executive and the Fund professionally in all external interactions.

ESSENTIAL QUALIFICATIONS

Education and Experience

* Seven or more years of progressively responsible experience providing complex administrative support, including at least five years supporting C-suite, or senior executive leaders.

* Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and anticipating executive and organizational needs.

* Experience preparing polished correspondence, reports, presentations, spreadsheets, meeting materials, agendas, minutes, and work plans.

* Experience coordinating large or high-level meetings involving executives, Trustees, vendors, or other internal and external stakeholders.

* Strong knowledge of contemporary office administration, records management, document control, and workflow coordination practices.

* Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable collaboration and productivity platforms.

* Experience using Excel to organize and analyze information and create accurate spreadsheets, reports, trackers, and basic data summaries.

* Strong command of English grammar, spelling, punctuation, sentence structure, proofreading, and business writing conventions.

* Experience handling sensitive and confidential information with discretion and sound judgment.

* Familiarity with virtual and hybrid meeting technology, electronic document management, expense reporting, and travel-booking systems.

* Experience tracking projects, commitments, deadlines, decisions, and follow-up actions across multiple stakeholders.

* Knowledge of professional communication and service practices appropriate for interacting with executives, Trustees, vendors, employees, and external partners.

* Bachelor's degree in office career, business administration, communications, organizational leadership, or a related field preferred.

Knowledge, Skills, and Abilities

* Exceptional organizational, time-management,…