Responsible for providing administrative support to C-level executives, as well as ongoing support to board and supervisory members. Prepare and edit correspondence, communications, presentations and other documents. Answers questions and directs telephone calls and visitors. Prepares documents, assembles and maintains statistical data. Record, transcribe and distributes minutes from board and supervisory meetings. Performs and oversees specific projects and programs as assigned. Problem analysis and problem-solving skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. May perform other duties as requested or assigned.
- Receives and screens visitors and telephone calls. Resolves questions, requests and problems and/or refers them appropriately.
- Handles calendar for C-level executives as we as schedule a wide variety of meetings which include but are not limited to board, supervisory, manager and external client meetings.
- Review operating practices and implement improvements where necessary.
- Complete expense reporting for C-level executives and review managers expense reports submitted for reimbursement.
- Compose, type, edit and assemble a variety of confidential documents, memos, letters and reports for C-level executives.
- Arrange and coordinate meetings and events.
- Files correspondence, memos, records, and reports. Maintains files.
- Sorts and distributes incoming mail to appropriate executives.
- Communicates with members of the board on a regular basis regarding board education opportunities, board meetings, planning sessions, conference registration, travel and reimbursement.
- Manage the member satisfaction survey program which includes monthly reporting.
- Administration and management of board portal.
- Monthly reconciliation and completion of treasurers report for Working Together charity
- Responsible for updating database with new hires, terminations, promotions and training records.
- Negotiate various contracts with vendors/clients.
- Assembles, tabulates, calculates, and maintains financial and statistical data on a regular and special basis.
- Prepares documents as assigned.
- Assembles internal reports submitted to board of directors and committees.
- Drafts minutes from notes and submits to management for revision and final approval.
- Coordinates the distribution of the annual report.
- Resolves member requests, complaints, and problems or refers them appropriately.
- Promotes goodwill and conveys a positive image of the credit union.
- Assists co-workers as needed.
- Keeps management informed of area activities and of any significant problems.
- Performs miscellaneous administrative tasks.
- Performs special operations and manages special projects as assigned.
- Ensures that work area is clean, secure, and well maintained.
- Adhere to all Federal and State laws and regulations applicable to the credit union, including the Bank Secrecy Act and OFAC.
EDUCATION AND EXPERIENCE:
High school graduate or equivalent. Some college preferred. Three to five years of secretarial experience, with at least two years as an executive assistant. Advanced knowledge of Microsoft applications, including Outlook, Word, Excel, and PowerPoint. Internet savvy-must be able to search the internet to perform research projects and book and coordinate
OTHER SKILLS AND ABILITIES:
Proficient typing skills. Able to perform dictation and transcription tasks. Ability to operate a ten key. Good interpersonal and public relations skills. Solid analytical, creative, and problem-solving abilities. Project management skills and well organized. Able to work well independently. Attention to detail and accuracy. Judgment and decision-making ability. Information gathering and information monitoring skills. Organizational, planning and communication skills.
Typing is accurate, neat, and promptly completed. Member and staff inquiries are courteously attended to. Good business relations exist with members. Telephone calls and visitors are courteously received. Documents and reports are accurately produced and up-to-date. Files are well-maintained. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed. A professional image is projected and maintained
While performing the duties of this job, the employee is typically required to sit for long periods. The employee continually is required to talk or hear. The employee is occasionally required to stand, walk, stoop and reach with hands and arms. The employee will occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Creates trust by building relationships and actively discovers the right solutions for Members and peers; understands that the credit union exists as a result of Member trust and loyalty in the organization and employees; is passionate and dedicated to meeting the expectations and requirements of internal and external Members.
COOPERATION AND TEAMWORK
Relates well to all kinds of people; builds appropriate rapport; works harmoniously with others; uses and understands diplomacy and tact; encourages collaboration; seeks opinions; is candid with peers; values working relationships. Readily puts in extra effort to accomplish important tasks
Understands the member’s best interest is first; demonstrates decisions which are based on creating the best possible outcome for the member; makes decisions based on a mixture of analysis, wisdom, experience, and judgment; most recommendations and decisions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.
Uses rigorous logic and methods to solve difficult problems creating effective solutions; is resilient and will own the solution and the problem; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
Pushes self and others to achieve the best possible results for the Member, organization and employees; proactively seeks out opportunities; raises hand, rather than waits to be asked; not fearful of acting with a minimum of planning; understands that it’s OK to make a mistake (fail forward).
Learns on the fly; is a relentless, versatile and an active learner; open to change; can learn new skills and knowledge; analyzes both successes and failures for opportunities to improve; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weaknesses and limits.
A cultural mindset that supports new ideas, fosters experimentation and drives continuous improvement to deliver member value.
Combines and brings forward ideas in unique ways to make connections between disparate ideas; willingness to explore different lines of thought and suggestions and try new ideas through experimentation, views situations from multiple perspectives; brainstorms multiple approaches/solutions to benefit members.
We are an EEO Employer