Office Manager

Job Summary:
The ideal Office Manager candidate for this company will have some experience in and knowledge of Defined Benefit and Defined Contribution pension plans, Health and Welfare plans. . This position will also assume day-to-day coordination of all office acttivities. As such, this position should be comfortable in a senior leadership position and be energetic, focused, and self-motivated. This position will be the primary liaison between the EVP and the Benefit and Bookkeeping teams and operations. Must be able to work independently, take initiative and exercise. Must conduct oneself in a professional and courteous manner when engaging clients and participants. Must possess exceptional communication skills to be able to communicate ideas and information in writing and verbally so others will understand.

Success in this position demands that one be able to synthesize complex and detailed concepts, rules, laws, information, etc. into simple, easy-to-understand statements (communicated either verbally or written). Many of the clients of this organization are seniors/pensioners who have important questions about their pensions and benefits and need straight-forward but simplified information to make well-informed decisions. This requires a successful candidate to exhibit/convey patience and thoughtful understanding while speaking to a client or communicating via email or letter.

Responsibilities:

• Meeting preparation and coordination: Prepare & distribute meeting notices and invitations; coordinate the communication of all benefits matters to be discussed/reviewed by Trustees; work with Benefit and Bookkeeping Teams to gather meeting reports and organize trustee meeting books; update all meeting materials; maintain minutes books.
• Participate in all assigned meetings and trainings helps prepare agendas and takes minutes; back-up for trustee meeting attendance; attend pre-brief and de-briefs.
• Maintain master company-wide calendar & EVP calendar; schedule meeting calls and book rooms / order food for meetings; assist with maintenance of the EVP’s schedule as it relates to Internal & External Projects & Communications.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution; RFPs and transition of new clients; prepare responses to correspondence containing routine inquiries.
• File and retrieve corporate documents, records, and reports.
• Perform other tasks and duties as assigned.
• Work directly and closely with the EVP and other benefit professionals in all aspects supporting the BPI team with Pension, Annuity, Health & Welfare and other matters.

Experience:
- Proven experience in office management or a related field
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent communication skills, both written and verbal
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with payroll systems and budgeting software is a plus
- Ability to handle confidential information with discretion

We offer competitive compensation packages based on experience.

If you are a detail-oriented individual with strong organizational skills and a passion for office management, we would love to hear from you. Please submit your resume and cover letter detailing your relevant experience.

Job Types: Full-time, Part-time

Pay: $30.00 - $40.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person