EXECUTIVE ASSISTANT

Wilson-Mcshane Corp.; BLOOMINGTON (MN); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Health benefits (low deductible)

Vision insurance

Flexible Spending Account (FSA)

401(k) & ESOP

Paid holidays and PTO

Life Insurance & AD&D

Employee Assistance Program

Job summary

Wilson-McShane Corporation, a third-party administrator for Taft-Hartley Funds, seeks an Executive Assistant to the CEO to provide high-level administrative, operational, and project management support in a fast-paced environment.

This exempt role focuses on calendar optimization, travel coordination, document management, meeting logistics, and technology support for presentations and Teams, while maintaining confidentiality and handling sensitive information with discretion.

Qualifications

• 5+ years of experience supporting senior executives, preferably a C-suite leader.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, and Excel.
• Experience coordinating meetings, travel, and executive communications.
• Ability to handle confidential and sensitive information with discretion.

Responsibilities

• Provide strategic support and optimization for the CEO's calendar, email, travel, and meetings.
• Coordinate travel arrangements, including itineraries, logistics, and contingency planning.
• Maintain and organize documents, records, and filing systems to ensure accuracy and confidentiality.
• Coordinate and support internal and external meetings, including scheduling, logistics, agenda preparation, materials, and follow-up.
• Provide technology support for presentations and Teams meetings, including setup and troubleshooting.
• Maintain accurate client records, contact information, and history.
• Coordinate RFPs, proposals, and presentation materials for prospective clients.
• Conduct client, industry, and market research to support business development.

Skills

Executive support

Calendar management

Microsoft Office

Communication

Discretion

Tools

Microsoft Office Suite

Outlook

PowerPoint

Excel

Teams

Job description

Description

Wilson-McShane Corporation, a third-party administrator for Taft-Hartley Funds, is seeking a full-time highly organized and proactive Executive Assistant to serve as a trusted partner to the CEO. This role provides high level administrative, operational, and project management support while maintaining confidentiality and effectively managing multiple priorities in a fast-paced environment.

Essential Duties:

• Provide strategic support and optimization for the CEO's calendar, email, travel, and meetings.
• Coordinate travel arrangements, including itineraries, logistics, and contingency planning, if necessary.
• Maintain and organize documents, records, and filing systems to ensure accuracy, accessibility, confidentiality, and efficient retrieval of information.
• Coordinate and support internal and external meetings, including scheduling, logistics, agenda preparation, meeting materials, and follow-up on action items and deliverables.
• Provide technology support for presentations and Microsoft Teams meetings, including setup, coordination, and troubleshooting as needed.
• Maintain accurate client records, contact information, and history.
• Coordinate RFPs, proposals, and presentation materials, including research, content updates, and proposal refreshes for prospective clients.
• Conduct client, industry, and market research to support business development activities and strategic opportunities.
• Support trustee relationships, including assisting coordination of the annual IFEBP.
• Plan and coordinate client-focused events and appreciation efforts that enhance relationship building and client satisfaction.
• Provide project management and administrative support for organizational initiatives, ensuring effective coordination, execution, and follow-through.
• Maintain confidentiality when handling sensitive information and internal communications with professionalism and discretion
• Other duties and projects as assigned

This is an exempt position with compensation range of $85,000-$100,000 per year and includes benefits such as the following:

• Low Deductible Health, Prescription Drug and Dental Benefits
• Voluntary Vision, Accident, Critical Illness and Pet Insurance
• Flexible Spending Account (FSA)
• Employer Contribution to 401(k) & Employee Stock Ownership Plan (ESOP)
• 401(k) and Roth 401(k)
• Paid Holidays and Paid time off
• Dependent Care Reimbursement Account
• Life Insurance and AD&D
• Employee Assistance Program, including access to confidential counseling (virtual and in-person)

To perform the job successfully, an individual should have the following qualifications:

• 5+ years of experience supporting senior executives, preferably a C-suite leader.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, and Excel.
• Experience coordinating meetings, travel, and executive communications.
• Ability to handle confidential and sensitive information with discretion.
• Exposure to board, trustee, or governance support activities.
• Strong project management and follow-through skills.
• Some travel to support the CEO and/or clients is required.

Key Competencies:

• Proactive mindset and can anticipate needs before they arise
• Operational excellence - delivers reliable, high-quality execution under pressure.
• Strategic awareness - understands business priorities and aligns support accordingly.
• Relationship management - builds trust with senior stakeholders.
• Adaptability - thrives in a dynamic, fast-changing environment.