WPAS, inc. is a third-party administration (TPA) firm, specializing in multi-employer benefit plan administration. Located on Mercer Island, WA., we currently administer nearly 80 Taft-Hartley and Public Trust Funds which cover benefits for Health and Welfare, Disability and Time Loss, Dental, Vision, Defined Contribution/Benefit, Vacation, Apprenticeship, and Legal Services. Our goal is to create a state of the art, fully integrated benefit management platform that will meet the needs of our clients.

WPAS offers a comprehensive benefits package which includes medical, dental, vision, 401 (k) employer matching contributions, vacation pay, holiday pay, sick time accruals and flexible scheduling within work hours.

Job Purpose

Under the limited supervision of the Vice President, this position performs administrative support of a highly complex and responsible nature to the Account Executives, Vice President, and Chief Executive Officer while providing supervisor oversite of other Administration personnel within the department.

Job Duties:

• Manage the administrative support staff, including their workflow/workload
• Interface with high level internal/external contacts requiring considerable discretion and initiative
• May carry out assignments relating to activities involving fund raising, membership drives, and social functions for the company
• Work independently in answering telephone calls and routine correspondence
• May be requested to attend Trust meetings and take minutes
• Assist in office organization and records maintenance (hard copy and database)
• Train new employees as assigned
• Assist in maintaining Department discipline. Reports discipline problems and tardiness to the HR Manager according to protocol
• Prepare reports, memos, invoices letters, and other documents. Complete mandatory filings as assigned by CEO, VP and AE’s
• File and retrieve corporate records, documents, and reports
• Research and conduct data to prepare documents for review and presentation by Boards of Directors, Committees, and Executives
• Assist the executives to prepare for meetings through travel arrangement, reservations and needed materials. This will also include making travel arrangements
• Assist in managing the Vice President’s calendar for meetings to schedule for appropriate availability and responsible for scheduling C-Suite Executive meetings
• May be tasked to oversee the inbox for the President while maintaining confidentiality of privy information
• Accurately record and prepare minutes from meetings
• Use various software, including the entire Microsoft Suite, Adobe, and internal programs
• Read and analyze incoming memos, submissions, and distributing them as needed
• Perform office duties that include ordering supplies and managing a comprehensive records database
• Be a liaison to departments and Account Executives to coordinate workflow of projects.
• Work on bid proposals, company events and conference set-ups.
• Open, sort and distribute incoming faxes, emails, and other correspondence.
• Minimally assist with other Trust Fund tasks to include distribution of trust meeting notices, agendas, memos, and letters taken from meeting minutes.
• Travel on an as needed basis to support the CEO and/or Vice President while at Trust Meetings and organizational events.
• Perform other duties as assigned

Minimum qualifications:

· 1 year Supervisory Experience in an office setting

· 3 years as an Administrative Assistant III within WPAS

or

· 5 years of complex administrative experience outside of WPAS

· Working knowledge of basic office equipment.

· Demonstrates initiative, good concentration, attention to detail, problem solving abilities, organizational skills, and the ability to multi-task

· Proven track record of positive interpersonal communications with internal and external clients

· Demonstrated ability to keep calm, patient and positive within all communications.

· Proven ability to accurately and timely review and edit documents.

· Utilize computer and phone systems to be able to effectively perform the essential functions of the position.

· Previous experience utilizing Microsoft office software

· High school diploma or GED

Preferred qualifications

• BA Degree in a related field
• 7+ years of experience as a Senior Administrative Assistant or Executive Assistant

Physical/Mental requirements:

· The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job.

· While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information, and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions.

Work environment:

· The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet.

· WPAS is an equal opportunity employer. We celebrate diversity and strive to continually create the most inclusive work environment for all our employees

WPAS is committed to the full inclusion of all qualified individuals. As part of this commitment, WPAS will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the HR department at (206) 441-7574, ext 3924 or by messaging us here on Indeed.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
WPAS follows all local, state, and federal guidelines

Ability to commute/relocate:

• Mercer Island, WA 98040: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Administrative experience: 3 years (Required)
• Management/Leadership: 2 years (Preferred)

Work Location: One location

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