Executive Assistant

Role:

Under general supervision, provides highly confidential administrative support to President/CEO, Board of Directors, and Supervisory Committee within established policies and procedures. Maintains operational records, prepares and updates minutes, gathers data, prepares reports, prepares for Board Day, and performs other executive level administrative duties, as required. Serves as the organization's executive meeting planner, requesting proposals, coordinating on-site arrangements, and reviewing/approving invoices. Oversees inventory and purchase of forms, stationery and office supplies. Assists with administration of high-level problem resolution and follows up to maintain member satisfaction.

SUPPORT THE CEO

• Handles executive office administrative duties for the CEO that include leave requests and timecards, mail processing, payment of bills, email and calendar administration, phone screening, tracking and filing of CEO, Board, and Regulator complaints, travel and conference arrangements, holiday cards, member correspondence, visitor arrangements, Corporate Visa processing, minute taking for designated executive meetings, and Corporate Vehicle Administration. Establishes, maintains, and revises record keeping and filing systems. Classifies, sorts, and files correspondence, articles, reports, and other documents.
• Gathers data from departmental records and other sources and prepares, completes and/or processes reports, records, billings, and other materials.
• Participates in Credit Union event planning committee with responsibility for budget oversight.
• Plans and acts as the primary liaison for the annual strategic planning session and all Board events.
• Acts as the Business Continuity Planning liaison for the Administration, Executive, and the Crisis Management teams. Update all information in the BCP system.
• Performs other administrative duties for CEO as assigned.

SUPPORT THE BOARD OF DIRECTORS/SUPERVISORY COMMITTEE

• Arranges and prepares minutes for monthly, quarterly, annual and special Board and Board Committee meetings.
• At the direction of the CEO, prepares agendas, administrative calendars, special reports, and new/revised policies to be included in the monthly Board packets.
• Completes travel and food arrangements for Board functions and individual Board members. Selects and coordinates all Board gifts.
• Provides administrative support for Credit Union Annual Meeting. Coordinates with other departments obtaining the necessary information to be reproduced and distributed at the meeting. Coordinates the Board election process and composes "Election Fact Sheet."
• Gathers, Uploads and archives all Board related documents in Board portal. Provides administrative support to Board portal.
• Act as liaison between the Board and CEO/Executive team. Administers Board training and onboarding.
• Processes and files health insurance reimbursements, Processes board expense and travel reimbursements. Tracks all related Board expenses and meeting attendance.
• Maintains official Credit Union files relative to the CEO and Board responsibilities, i.e. contracts, committee meeting minutes, Board Policy, Bylaws, Insurance, and NCUA rules and regulations, etc.

OFFICE ADMINISTRATION/MANAGEMENT SUPPORT

• Oversees purchase and inventory of office supplies and credit union forms and stationery for headquarters office and branches, compares prices to obtain the best value available, and approves invoices for payment.
• Helps other C-suite executives with administrative duties when time permits and approved by the CEO.
• Maintains Executive Assistant Procedures manual.
• Remains cognizant of and adheres to credit union policies and procedures, and regulations pertaining to the Bank Secrecy Act.
• Performs other duties as assigned.

Experience:

• Minimum of 8 years of previous executive administrative experience and Microsoft product experience.

Education:

• BA/BS preferred or equivalent work experience.

Other Skills:

• Familiarity with legal terms
• Good math aptitude
• Excellent verbal and written communication skills
• Proficient in Microsoft Office 365 required
• Familiarity with Credit Union terms, policies, procedures and operations preferred
• Excellent organizational, analytical and problem-solving skills

Requirements

• MS Office

Qualification

High School or equivalent