Job Summary
We are seeking an Executive Assistant & Compliance Coordinator to provide high-level administrative and operational support to department leadership while assisting the Compliance Manager with recurring compliance activities, special projects, reporting, and process improvement initiatives. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage confidential information. The ideal candidate will serve as a trusted partner to leadership, coordinating projects, maintaining records, preparing reports, and supporting retirement plan administration activities. This position regularly interacts with internal teams, clients, vendors, and senior leaders and requires strong communication skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.
Duties
Executive & Administrative Support
- Provide direct administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, and scheduling.
- Prepare meeting agendas, presentation materials, reports, and follow-up action items.
- Manage confidential and sensitive information with a high degree of discretion and professionalism.
- Coordinate internal meetings, leadership meetings, and special events.
- Monitor priorities, deadlines, and outstanding action items to ensure timely completion.
Compliance & Reporting Support
- Serve as a key administrative resource for compliance activities by managing data collection, tracking deliverables, maintaining documentation, and coordinating client communications related to annual testing, Form 5500s, and audit engagements.
Retirement Plan Administration Support
- Assist with onboarding new retirement plans and recordkeeper transitions.
- Coordinate information gathering and communicate with clients, vendors, recordkeepers, and internal departments.
- Provide responsive customer service to employers and participants regarding plan operations and administrative inquiries.
- Assist with maintaining accurate client records and documentation in accordance with internal policies and regulatory requirements.
- Support employer communications, participant notices, and training initiatives.
- Maintain and update CRM and internal systems to ensure accurate client and project information.
Knowledge, Skills & Abilities
- Exceptional organizational, planning, and time management skills.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Strong executive-level communication skills, both written and verbal.
- Advanced attention to detail and commitment to accuracy.
- Strong analytical and problem-solving skills.
- Experience coordinating multiple projects and competing priorities.
- Proficiency with Microsoft Office, particularly Excel, Word, Outlook, PowerPoint, and Teams.
- Ability to create, maintain, and analyze reports and spreadsheets.
- Strong customer service and relationship management skills.
- Ability to work independently while maintaining effective collaboration with leadership and team members.
- Prepare meeting agendas, presentation materials, reports, and follow-up action items.
- Manage confidential and sensitive information with a high degree of discretion and professionalism.
- Draft, proofread, and distribute correspondence, reports, and communications on behalf of leadership.
- Coordinate internal meetings, leadership meetings, and special events.
- Monitor priorities, deadlines, and outstanding action items to ensure timely completion.
- Maintain organized electronic records, files, and department documentation.
Join us to be part of an energetic team committed to excellence! This role offers a rewarding environment where your organizational talents and compliance expertise will make a meaningful impact. We value proactive professionals who are eager to support leadership while ensuring our retirement plans meet all regulatory standards.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Experience:
- Client services: 1 year (Preferred)
- Retirement plan or Employee benefits: 1 year (Preferred)
Ability to Commute:
- Cottonwood Heights City, UT 84121 (Required)
Work Location: In person
