Executive Assistant
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.