Administrative Assistant

Murray Resources - Best Staffing Agency; Houston (TX); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

100% Company-Paid Medical Premiums

Medical Insurance

Vision Insurance

401K - company match

Job summary

Murray Resources - Best Staffing Agency seeks an Administrative Assistant for a full-time, on-site role supporting executive leadership in a nonprofit environment.

You will coordinate investment, banking, audit processes, and Board of Trustees activities, maintain plan records, and assist with benefits administration. Strong organization and 5+ years’ admin experience required, ERISA familiarity preferred.

Qualifications

• 5+ years of progressive administrative experience, preferably supporting ERISA benefit plans.
• Associate's or Bachelor's degree or equivalent experience required.
• Strong planning, confidentiality, and multitasking abilities.
• Experience in executive support or union-related environments is beneficial.

Responsibilities

• Coordinate investment processes and Board meeting support with CFO and General Counsel.
• Manage plan records and support day-to-day benefits administration.
• Arrange travel for Trustees and staff and process travel reimbursements.
• Prepare board agendas, minutes, and materials; ensure accuracy and layout.
• Support banking transactions and account management per policy.
• Assist with annual plan audits and liaise with auditors and vendors.
• Input data into benefits management system and ensure IRS compliance.
• Process elective deferrals for local union employees and related remittance.
• Handle confidential information and provide backup to the administrative team.
• Maintain procedures, escalate issues, and manage multiple projects.

Skills

Planning & coordination

Confidentiality & judgment

Organizational skills

Executive support experience

Attention to detail

Education

Bachelor's or Associate degree

Tools

Microsoft Office

Benefits administration systems

Database management

Job description

A stable, mission-driven nonprofit organization is seeking an Administrative Assistant to join the team. This is a full-time, on-site role providing high-level administrative support to executive leadership. The Administrative Assistant is responsible for coordinating investment, banking, audit, and Board of Trustees meeting processes while maintaining plan records and supporting day-to-day benefits administration.

Salary + Additional Benefits:

• $60,000–$65,000
• 100% Company-Paid Medical Premiums
• Medical Insurance
• Vision Insurance
• 401K - company match

Location:

Southeast Houston, TX

Type of Position:

Direct Hire

Responsibilities:

• Assist CFO by coordinating complex investment processes, such as working independently to organize processes involving investment managers, preparing correspondence, preparing investment agreements in line with directions by the Board of Trustees and CFO.
• Act as key role in the management of all plan records in accordance with established record retention policies and procedures.
• Coordinate registration for Trustees and certain office staff for travel to educational conferences and meetings and hotel accommodation, as well as processing travel expense reimbursements in accordance with travel policy.
• Initiate, format, and create content for agenda and gather materials/content for Board of Trustees meetings; coordinate with Administrator, CFO and General Counsel on agenda items; prepare minutes; proofread for spelling, grammar and layout, making appropriate changes.
• Assist CFO, Administrator and financial staff with banking transactions and account management, ensuring accuracy of requested and completed transfers in accordance with established policies and procedures.
• Provide support and assist with annual plan audits, including communicating directly with auditors and vendors related to audit matters and gathering documents and data necessary for the completion of the audits.
• Creating and inputting data into benefits management system.
• Receive and process weekly, bi-weekly and monthly elective deferral payments for local union employees; ensure timely receipt and remittance in accordance with plan procedures and IRS rules.
• Receive and process child support orders from administrative agencies and assist General Counsel in responding to routine subpoenas for records.
• Handle and maintain confidential and non-routine information.
• Act as part of the extended administrative team, providing backup support to peers as needed.
• Support adherence to office procedures and policies by keeping information up to date and escalating issues to the appropriate leader.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.

Requirements:

• Proficiency with office productivity software (e.g., Microsoft Office or similar tools) and comfort working with databases or benefit administration systems
• Knowledge of database management, fiscal management and reconciliation
• Working knowledge of the design and operation of retirement and welfare benefit plans preferred
• Planning and coordination skills
• Ability to maintain confidentiality, exercise sound judgment, and manage competing priorities with accuracy and timeliness
• Excellent organizational skills and attention to detail, with a focus on reliability and follow-through
• Prior experience in an executive support, benefits administration, or union-related environment is beneficial
• Associate's or Bachelor's degree or equivalent combination of education and experience required
• Minimum of 5 years of progressive administrative experience, with recent experience supporting ERISA governed benefit plans strongly preferred, additional education or relevant certifications in business administration or office management are a plus

Due to the high volume of applications we typically receive, we regret that we are not able to personally respond to all applications. However, if you are invited to take the next step in the process, you will typically be contacted within one week of submitting your application.