GBU Life · 3 weeks ago
Executive Assistant to the COO
Pittsburgh, PA
Contract
Onsite
Senior Level
$70K/yr - $75K/yr
5+ years expGBU Life is a member-owned, not-for-profit fraternal benefit society that provides financial security and benefits to its members. The Executive Assistant to the COO offers high-level administrative and operational support, ensuring seamless workflow and effective communication while managing complex schedules and project coordination.
Financial ServicesInsuranceRetirement
Responsibilities
Manage and maintain the COO’s complex calendar, including crossdepartmental meetings and multifunctional project coordination
Ensure timely preparation of briefings, talking points, reports, and materials for meetings covering IT, Service, Underwriting, Fraternal, Marketing, and Document Service functions
Prioritize and triage incoming requests, emails, and communications to ensure the COO’s attention is directed toward highimpact matters
Coordinate travel arrangements, logistics, itineraries, and expense reporting in alignment with organizational policies
Coordinate with leaders from IT, Service/Contact Center, Underwriting, Fraternal programs, Marketing, and Document Services to support departmental planning and workflow
Track and follow up on departmental goals, initiatives, timelines, and deliverables to ensure alignment with COO priorities
Support crossdepartment collaboration by helping gather status updates, preparing consolidated reports, and coordinating information flow
Assist in organizing department leadership meetings, preparing agendas, tracking action items, and monitoring progress
Support the COO in monitoring operational analytics, performance metrics, and project milestones
Serve as a liaison between the COO and internal teams, ensuring clear and timely communication
Work closely with IT, Underwriting, Service, Marketing, Fraternal, and Document Services leaders to support initiatives, resolve administrative needs, and streamline processes
Assist with internal communication efforts, ensuring messages from the COO are consistent, clear, and aligned with organizational goals
Respond to inquiries and requests on behalf of the COO, escalating priority issues as needed
Provide administrative assistance in planning, executing, and monitoring operational projects, including technology upgrades, service improvements, fraternal initiatives, and underwriting workflows
Maintain and update shared dashboards, project trackers, and status reports
Gather and organize data needed for presentations, compliance reviews, or operational assessments
Assist with crossfunctional initiatives that require coordination between multiple departments
Coordinate operational meetings, department allhands, planning sessions, and crossfunctional workshops
Manage logistics for onsite meetings, vendor visits, and collaborative sessions with IT, Underwriting, Service, Marketing, and Fraternal teams
Support event preparation for fraternal activities, member engagement initiatives, and internal operational events
Manage confidential information with the highest level of professionalism and discretion
Maintain clear organization of documents, policies, and records related to IT, Service, Underwriting, Marketing, and Fraternal initiatives
Assist with procurement requests, vendor coordination, and contract organization for departments under the COO
Review, prepare, and route documents for signature, ensuring accuracy and completeness
Support document flow and imaging needs in partnership with Document Services
Adhering to and supporting GBU’s Enterprise Risk Management Framework
Understanding and complying with applicable laws, regulations, policies and procedures; completing all required training; executing and monitoring controls effectively (as applicable); appropriately identifying, assessing, escalating and remediating risks, potential issues and control failures (as applicable); and reporting compliance or regulatory concerns to management
Understanding and conducting oneself in accordance with the Employee Handbook and preserving GBU’s brand and reputation
Performs other related duties as assigned by management
Qualification
Required
Bachelor's degree in Business Administration, Communications, or related field preferred
Minimum of 5 years of experience as an executive assistant or similar role supporting senior executives
Experience supporting multidepartment operational functions is highly preferred
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong organizational and time management skills
Excellent written and verbal communication abilities
High level of professionalism and discretion
Problem-solving skills and attention to detail
Ability to work independently and handle multiple tasks simultaneously
Strong interpersonal skills and ability to interact with all levels of the organization
Ability to work on complex projects with general direction and minimal guidance
Creative, flexible, and innovative team player
Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflows
Benefits
Medical, Dental Vision
Company paid HRA
401(k) + match
Pension Plan
LongTerm Disability
Paid FLMA
Life Insurance & AD&D
PTO and VTO (Volunteer Time Off)
Company
GBU Life
GBU Financial Life (GBU) was founded on April 13, 1892, as a not-for-profit fraternal organization in Pittsburgh, Pennsylvania.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
W
William W. Hunt
Chief Executive Officer, Member of Board of Directors
Recent News
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