Executive Administrative Assistant
Reports To: Executive Team
Supervises Direct: Receptionist
Supervises Indirect: 0
The Executive Assistant provides high-level clerical and administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions, such as, preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
Essential Functions & Responsibilities:
95% General Executive Assistant clerical and administrative tasks, including but not limited to:
Administers the CU’s Notary Public program
Manages various meetings as assigned, examples include:
-Assists with board planning session
-Senior Leadership Team meetings
-Monthly Managers' meeting
-Retirement Plan Trustee meetings
-Senior Leader Department Management meetings
Records, types and distributes meeting minutes as assigned
Supervises the Headquarters Receptionist role
Makes arrangements for Executive Team Conferences and Travel
Manages Exec Team professional subscriptions, examples include:
-Trade Association Memberships, (NAFCU, CUNA, CCUL)
Opens, sorts and distributes incoming mail & correspondence
Maintains Corporate books and records file
Type reports, memos, letters and other documents using word relevant computer software
Answers phone calls and direct calls to appropriate parties or take messages
Greets and directs visitors and screens walk-in visitors
Performs general office duties such as ordering supplies and stocking supplies
Creates, updates and maintains various misc. Word documents, Excel spreadsheets and Power Point presentations as assigned
Supports CEO & Board of Directors as needed including when other Administrative Assistant(s) are not available
5% Performs other related duties as assigned.
1. Provides timely and accurate professional administrative support to the Executive team.
2. Maintains the highest level of confidentiality of information.
3. Maintains a professional work environment and businesslike appearance.
4. Demonstrates an understanding of, and follow the requirements of all regulation compliance, including but not limited to those of Bank Secrecy Act (BSA), Anti-Money Laundering (AML), Office of Foreign Assets Control (OFAC), Customer Identification Program (CIP) and Member Due Diligence (MDD) as it specifically relates to their job functions. Employee shall be trained annually in BSA/AML compliance.
Knowledge and Skills:
Five years to eight years of similar or related experience.
(1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program.
Work involves much personal contact with others inside and/or outside the organization for the purpose of first-level conflict resolution, building relationships, and soliciting cooperation. Discussions involve a higher degree of confidentiality and discretion, requiring diplomacy and tact in communication.
High level of proficiency with Excel, Word, Power Point and Outlook required. Ability to deal well with the public. Strong verbal and written communication skills. Ability to multi-task, work under pressure, and meet required deadlines.
While performing the duties of this job, the employee is regularly required to use hands or fingers, handle or feel; reach with hands and arms; talk and hear. The employee frequently is required to stand, walk, and sit. Specific vision abilities required of this job include close vision and ability to adjust focus.
Work is performed indoors with some potential for exposure to safety and health hazards related to electronics work. May require periodic travel. There is exposure to potential hazardous conditions such as robbery. Employees are to receive detailed instructions and procedures to follow in order to minimize risk.
In accordance with the American with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization
Job descriptions are not intended and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
This Job Description is not a complete statement of all duties and responsibilities comprising the position.
Job Status: Full Time