Executive Assistant

University of Hawaii FCU   Honolulu, HI   Full-time     Administration / Clerical
Posted on November 5, 2022

Position Purpose:

This position supports the President/Chief Executive Officer and the Board of Directors by providing administrative services in a professional, efficient, and confidential manner.

 

Essential Functions:

  • Performs secretarial and clerical duties, including answering correspondence, maintaining appropriate records and files, prioritizing workload to meet deadlines and assists the President/CEO with day-to-day operations. Also provides support duties for Senior Management and the Board of Directors, as needed.
  • Prepares drafts of policies, correspondence, spreadsheets for the President/CEO’s review, as needed.
  • Prepares materials and schedules/coordinates meetings for the Board of Directors. Works closely with the President/CEO in finalizing monthly agenda.
  • Coordinates President/CEO, management, Board of Directors conference/seminar registrations and related travel arrangements, when requested. Prepares itinerary for each traveler.
  • Under the direction of the President/CEO, prepares spreadsheets, graphs to analyze and summarizes special projects for the President/CEO’s review.
  • Prepares and assesses annual mileage reports for the Board of Directors.
  • Takes and prepares minutes of meetings as determined by the President/CEO.
  • Coordinates all Board of Director and Board Education meetings, including but not limited to, ordering and picking up lunches/dinners, setting up the boardroom to ensure a smooth and timely meeting.
  • Establishes and maintains a good working relationship with all management and employees to ensure cooperation within the credit union.
  • Coordinate Annual Board Planning Session, including the preparation of planning materials.

 

 

 

 

 

 

Performance Standards:

The following duties are completed in an accurate and timely manner:

  • Secretarial and clerical functions.
  • Board agenda.
  • Organize Board of Directors and senior management meetings.
  • Seminar, conference, and travel arrangements.
  • Spreadsheets, graphs and summary analysis of special projects.
  • Minutes, documents, reports and files are accurate and timely. Files are accurate and maintained.
  • Excellent communication and coordination between management, Board of Directors, volunteers, and employees.
  • Exhibits professionalism, integrity and confidentiality.

 

Qualifications:

Education/Certification:       High school diploma or GED required.

Required Knowledge:           Must be proficient in MS Office Suite.

Experience Required:           Three to four years administrative or executive assistant experience.

Skills/Abilities:                       Proficient typing and writing skills.

                                                Excellent interpersonal and communication skills.

                                                Excellent analytical, creative and problem-solving skills.

                                                Project management skills and well organized.

                                                Able to work independently and a strong team player.

Able to create spreadsheets, graphs, analyze and prepare a summary of pertinent information.

                                                Proficient in transcribing minutes.

 

Activities and Requirements of this Position:

Repetitive Motion:                Movements frequently and regularly required using wrists, hands, and/or fingers.

Communication Skills:         Must frequently convey detailed or important instructions of ideas accurately and quickly.

Visual Abilities:                     Average visual acuity necessary to read, prepare and inspect documents or products.

Hearing:                                 Able to hear average or normal conversations and receive information.

Physical Strength:                 Sedentary work (sitting most of the time).  Able to lift and carry up to 25 lbs.

Reasoning Ability:                 Able to apply common sense understanding to carry-out detailed instructions and to deal with problems involving variables.

 

Mathematics Ability:            Able to perform basic math skills including adding, subtracting, multiplying and dividing using a calculator.

Language Ability:                 Able to write complex sentences using normal word order with present and past tenses, as well as a command of the English vocabulary.

Working Conditions:

Air conditioned smoke-free office setting. 

Attendance Requirements:

Please note that scheduled attendance requirements may change due to business needs.

Business Hours:

Monday through Saturday.  Business hours are subject to change.  Must be able to work additional hours, weekends, and holidays as needed.


University of Hawaii FCU

2019 South King St.
Honolulu , HI
https://www.uhfcu.com