Executive Assistant

Job Description

The

• Heavy calendar management and travel coordination for Executives, making sure each Executive’s day is organized while anticipating challenges and changes.
• Maintain schedules, plan and coordinate events, organize team meetings, conferences, and social events.
• Compose and prepare correspondence that is, at times, highly confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related and other meetings.
• Plan, coordinate, and ensure the Executives’ schedules are followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executives’ time.
• Work closely and effectively with the Executives to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
• Plan and prepare for all Executive meetings both internally and externally by developing or researching background on meeting participants, gathering information relevant to the subject matter to ensure Executives are prepared to respond to questions and knowledgeable about the meeting agenda and related topics.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executives updated.
• Network to build relationships crucial to the success of the organization, and manage a variety of special projects for the Executives, some of which may have organizational impact and may be highly confidential in nature.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executives’ ability to effectively lead the Credit Union.
• Understand business priorities and proactively look for ways to improve processes to create efficiency and scale for the Executives, ranging from organizational communication mechanisms to planning business meetings.
• Serve as secretary for assigned organizational committees which includes preparation and distribution of agendas and report documents, posting all necessary documents on the on-line portal prior to the meetings, taking minutes at the meetings and recording in official credit union records in accordance with requirements of regulators and auditors.
• Coordinate with other executive assistants and provide back up as needed to ensure smooth day to day operations of the executive assistant team.
• Lead or backup administrator tasks related to Directors Desk, the board and committee document portal.

• Lead or provide backup support in the coordination and administration of the regularly scheduled review of all STCU policies and assist content providers with the review and maintenance of those policies. This includes maintaining current STCU policies on the STCU Insider and board internet portal as appropriate.
• Credit Union Committees
• Lead or provide backup support in the coordination and administration of credit union committees. This includes attending committee meetings, taking minutes, and preparing accurate transcriptions of those minutes in official company records in accordance with requirements of regulators and auditors as requested.

• Serve as and/or provide backup support to the Board Secretary. This includes attending board related meetings, taking minutes and preparing accurate transcriptions of those minutes for recording in official company records in accordance with requirements of regulators and auditors as requested.
• Provide backup support in the administrative work of the election process including preparation and distribution of candidate application packets, coordination of marketing materials, coordination of communication to the Election Committee, and scheduling orientation and candidate interview meetings as assigned.

Qualifications

• High school diploma or equivalent required, Associate’s degree preferred.
• Minimum five years administrative assistant experience working at the executive level, preferably in a credit union, financial institution, or equivalent.
• Professional Administrative Certification of Excellence (PACE) or equivalent certification preferred.
• Must understand the sensitive nature of working in an executive office and possess the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and maintain a balance among multiple priorities.
• Must demonstrate proactive approaches to problem-solving with decision-making capability and the ability to anticipate, act proactively, and fulfill the executives’ business needs.
• Proven ability to handle confidential information with discretion, being adaptable to various competing demands, and demonstrating the highest level of member/customer service and response.
• Strong computer skills in Microsoft Office, including Word, Excel, Power Point, and Outlook. Minimum keyboarding speed of 60 wpm.
• Excellent verbal and written communication skills to include experience in taking meeting minutes, writing reports, procedures and other business correspondence.
• Ability to work independently with a high degree of professionalism and confidentiality.
• Above average project skills and the ability to manage multiple projects/tasks concurrently requiring strong organizational, time management, and decision-making skills.
• Strong interpersonal skills required, including maintaining positive relationships and excellent customer service skills.
• Ability to work effectively and collaboratively in a diverse work group, as well as independently with minimal supervision.
• Ability to read, analyze and interpret data and understand and communicate complex and diverse information.
• Strong work ethic required, including the ability to complete duties on time, consistently arrive at work on time as scheduled, and ability to work flexible hours and overtime as needed.

• Must be able to regularly talk, hear, and operate a computer keyboard and mouse and sit for long periods of time.
• Occasionally lift, pull/push, and carry up to 10 pounds.

• Exposure to constant or intermittent sounds at a low or moderate level consistent with an office setting.
• Exposure to high-stress, fast-paced, deadline-oriented environment.

Additional Information

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