Executive Administrator

About the role

The Executive Administrator supports the Executive and Senior Leadership Teams at Velera, a premier payments credit union service organization. This role requires complex administrative support, coordination of confidential activities, and management of calendars and meetings.

Responsibilities

• Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (‘ELT’) and/or Senior Leadership Team (‘SLT’) ensuring routine and complex matters are handled in a timely and professional manner.
• Calendaring – manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time.
• Meeting Management – schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes.
• Event Management – ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams.
• Expense Report Management – ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines.
• Invoice Processing – ensure that invoices are approved in a timely manner – gather any needed information for an informed decision.
• Travel – book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference.
• Presentation and Reports – develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed.
• Correspondence – process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information as needed.
• Committee Support – where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records.
• Onboarding – working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan.
• Confidentiality - must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications.
• Prioritization – direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities.
• Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants.
• Backup – act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project.
• Process Improvements – identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success.
• Perform other job duties as assigned.

Qualifications

• Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required.
• Bachelor’s degree preferred.
• Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required.
• Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint.
• Superior communication skills necessary to comprehend and compile communication on behalf of the leader.
• Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients.
• Proficient in clear and effective business writing techniques.
• Proven ability to adapt to change. Being able to change priorities and quickly move from one task to another as dictated by the leader.
• Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency.
• Strong interpersonal skills and the ability to build relationships with all stakeholders.
• Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results.
• Proven ability to handle confidential information with discretion.
• Able to work effectively independently and as part of a functional team.