Board Liaison & Executive Assistant

About the role

As the Board Liaison & Executive Assistant, you will provide high-level administrative support to Board members, the Senior Management Team, and the President & CEO.

Responsibilities

• Word processing and spreadsheet creation for Board members, Senior Management Team, and President & CEO
• Handling major document preparation projects, including coordinating, photocopying, collating, and distributing materials
• Preparing and distributing monthly Board reports and coordinating materials for Board members
• Maintaining master records of corporate documents, including the Corporate Policy Manual, Board Committee, and Board materials
• Tracking education events for the Board and assisting the Board Education and Development Committee
• Conducting courtesy reminder calls or emails to Directors regarding scheduled meetings
• Calling out-of-town directors to schedule attendance at committee and board meetings and providing necessary materials
• Scheduling the board conference room for monthly and special Board and Committee meetings
• Attending Board and Committee meetings and drafting meeting minutes for review by the Committee Chair and President/CEO
• Serving as liaison with the Nominating Committee for meetings, advertising, promotion, and mailings related to director elections
• Staying current with travel reimbursement policies and ensuring authorized reimbursements are processed
• Updating, duplicating, and distributing corporate documents such as the ACU Corporate Policy manual, ByLaws, Rules and Regulations, and other materials to staff, auditors, and Board members
• Processing and filing confidential reports, records, and documents
• Handling signature updates for banks, brokers, financial institutions, and the Illinois Department of Financial & Professional Regulation (IDFPR)
• Managing bylaw changes and other approvals from the IDFPR
• Organizing the annual meeting of the membership, including annual meeting reports and coordinating member RSVPs with the Marketing department
• Updating the Strategic Business Plan and maintaining a history of updates
• Organizing and assisting with planning all-staff meetings and "What's Up Wednesday" meetings
• Updating the organizational chart as needed
• Actively participating in industry networks to bring innovative ideas to the credit union
• Handling billing and invoices for the President & CEO as directed
• Assisting Human Resources and Training as needed

Requirements

• Minimum of 3 years of secretarial or administrative experience
• High School Graduate
• Proficient in Adobe Acrobat & Microsoft Office (Outlook, Word, Excel, and PowerPoint), including creating documents, presentations, and spreadsheets from templates or scratch, and scheduling using Outlook
• Exceptional interpersonal skills, communication, attention to detail, prioritization, and time management
• Must have Notary certification or ability to obtain one
• High ethical standards, ability to handle confidential data, exhibit initiative, work well independently, and exercise sound judgment
• Experience supporting C-Level Executives and administrative experience in a financial institution

Benefits

• 401k match as high as 7.98%
• Blue Cross health insurance with up to 90% of employee and 70% of dependent premiums paid
• 12 days of vacation per year
• 5 days of personal leave per year
• Up to 13 paid holidays per year
• Relaxed dress code: business casual and company logo wear
• Access to a team of trainers for onboarding and professional development

Schedule

Monday–Friday, 8:30 AM–5:00 PM. Typically works 40 hours per week with occasional schedule adjustments for board and staff meetings. May work late for board meetings a few times a month and start early for staff meetings.