Administrative Assistant (Onsite)

Responsibilities

• Provides a variety of administrative and staff support to the Executive Management of the credit union.
• Performs a variety of administrative and clerical duties, which may include word processing, PowerPoint presentations, excel spreadsheets, meeting scheduling and preparation, internal communication, organizing electronic and paper files, processing incoming/outgoing mail and email, maintaining reports and other pertinent data.
• Executes diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence for the Executives.
• Anticipates the needs of the Executive and acts accordingly.
• Screens calls, visitors, and emails to eliminate and/or prioritize in order to maximize the Executive’s daily calendar.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Relieves management of administrative details; gathers, compiles and reports information relevant to/for the Executive.
• Prepare professional presentations via various software platforms for internal and external Executive local meetings and conferences.
• Answering phone calls and managing calendars.
• Manage and maintain inventory of supplies for the Executive Team, ensuring timely ordering and replenishment.
• Prepare, attend, and document formal committee meetings, including the Risk Oversight Committee, Supervisory Committee, Budget Committee, and Credit Risk Committee.
• Provide daily administrative support to internal teams to ensure efficient and successful execution of meetings and operational activities.
• Create and maintain electronic and physical filing systems.
• Assist with event planning and coordination to include meal orders and catering logistics for the Executive Team, Branch Managers, quarterly All-Staff and Leadership meetings, and other scheduled events.
• Works directly with the Executive Administrator to execute any and all administrative duties, including but not limited expense reports, ordering supplies, food, set up for meetings.
• Responsible for ordering new hire name badges and printing out name tags for offices and cubicles.
• Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized.
• Manage different and conflicting objectives, projects or activities at once.
• Covers schedules for corporate level Executives.
• Administrative Assistant is involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
• Compose specified reports and resolutions for the monthly board packet and coordinate, prepare and distribute the packet to Board Members and Executive Team.
• Assists in the coordination of the Annual Meeting.
• Prepares and maintains sensitive files, corporate documents, and credit union policies and procedures.

Qualifications

• Bachelor's Degree in Business Administration, Business Management, Economics, Finance or related field or equivalent combination of education, training and experience preferred.
• Minimum of 3-5 years in an Administrative Assistant capacity or other role that often communicates with Senior Level Leadership.
• Ability to manage different and conflicting objectives, projects or activities at once.
• Ability and experience coordinating schedules for corporate level Executives for meetings and travel.
• Ability to communicate with Executives and line management to gather/convey relevant information.
• Strong interpersonal, organizational, and communication skills.
• Attention to detail is a must.
• Must be flexible with hours based on business needs.