Director, Administrative Services

General Description:

Serves as liaison to the 12-member Board of Trustees and provides administrative support to the Executive Director and Senior Leadership Team. Supervises the Administrative team which supports office leadership and Member Records department

Directs and oversees various administrative functions, including clerical services, office space, equipment and supplies, vendor management, and other support services. Manages functions through subordinate managers and supervisors. Tracks and ensures compliance with capital and operating budgets.

Core Competencies:

• Creativity and Innovation
• Problem Solving/Decisiveness
• Flexibility
• Financial Acumen
• Leadership and Management Skills
• Accountability
• Strategic Thinking
• Customer Service Mindset

Key Objectives:

Operations Management:

• Serve as liaison for office facilities managing vendor and building relationships.
• Manage office space and logistics.
• Maintain office supplies, inventory, and equipment.
• Reconcile expenses and process invoices.

Executive and Board of Trustees Management:

• Liaison to Executive Director and Trustees.
• Support Trustee meetings and fiduciary responsibilities.
• Manage Trustee expense budget and reimbursements
• Supervise administrative support staff.
• Manage schedules, travel, and communications.
• Handle regulatory filings and memberships.

Board of Trustees Elections Management:

• Manage Board elections and serve as Election coordinator.
• Manage election vendor to develop timelines, election materials, and ensure a free and fair election.
• Report to the Board and Election Committee on election processes.
• Develop and approve election platforms and timelines.
• Oversee candidate nomination process and voter data.

Member Records Management:

• Oversee Member Records department.
• Manage scanning, indexing, and mail processing.
• Ensure equipment maintenance and budget compliance.
• Improve department efficiency and oversee RDM project.

Requirements:

• Bachelor’s degree or equivalent experience preferred.
• Executive administrative experience, preferably in a Pension Fund or financial operations setting.
• Experience with Boards and 5+ years of managerial experience.
• Proficiency in Microsoft Office.
• Excellent communication and public speaking skills.
• Ability to interact effectively with Trustees, Executive Director and staff.
• High degree of confidentiality and discretion.
• Critical thinking and problem-solving skills.

Disclaimers

• This job description reflects management’s assignment of essential functions; nothing in this document restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.
• It is understood that a full-time exempt employee will generally work a minimum of 35 hours per week; however, in the scope of an exempt employee's normal job, work outside the usual schedule is often required. This might include evening meetings, weekends, limited travel, or work hours well beyond 35 in a given week.
• CTPF is an Equal Opportunity Employer. CTPF does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identify or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, unemployment status, or any other legally protected basis. Qualified candidates of diverse backgrounds are encouraged to apply for any vacant positions.