Executive Administrative Assistant

Summary

This position will be responsible for providing proactive administrative support to executive leaders. This individual will be responsible for coordinating meetings, calendars, travel, presentations, and projects in support of executives. They will manage arrangements for meetings including communications, recording meeting minutes, meals and materials.

Duties & Responsibilities

• Provide proactive support and communication to executives to include correspondence, scheduling, maintaining confidential matters and support of strategic planning efforts.
• Manage calendars and schedules for executives to include scheduling meetings and communication with employees and external contacts. Discuss conflicts with individual executives to determine priorities of meetings.
• Coordinate, arrange and manage logistics for meetings including reserve and prepare facilities, ensure appropriate technology is available and in working order, ensure catering appropriate to the meeting is ordered and delivered to the site, record and prepare minutes of meetings as needed, ensure agendas and talking points are provided to speakers and participants and prepare other meeting materials as required.
• Arrange and coordinate travel schedules, business conference registrations and all other travel reservations for executives.
• Track all business expenses, gather receipts and prepare expense reports on behalf of each executive.
• Actively support and/or facilitate special projects as necessary, including conducting research and developing presentation materials.
• Prepare correspondence and other written communication as needed by executives for their team members/meetings, vendors, internal business partners, for review and use by senior leaders.
• Schedule team meetings for individual executive’s department meetings and all arrangements including locations and meals as needed.
• Communicate with other credit union departments to ensure information from executives is coordinated and dispersed as needed.
• Perform other duties as assigned.

Requirements

Education and Experience:

• Bachelor’s degree preferred
• 3+ years’ experience supporting executives
• Proficient in using Microsoft Office products (Excel, Word, Outlook, Visio, etc.)

Knowledge, Skills and Abilities:

• Ability to handle matters of an extremely confidential nature.
• Excellent communication skills (both written and oral) with all levels of the organization
• Ability to project a high degree of professionalism in all interactions with employees and external stakeholders
• Strong interpersonal skills with a customer service mindset
• Ability to identify problems, critical thinking and developing solutions
• High level of organizational and multi-tasking abilities
• Ability to take initiative and work independently when needed
• Demonstrate behaviors that are consistent with the credit union’s values, philosophies, and leadership characteristics

Physical:

• In this position, individual will be expected to lift up to 20 pounds from time to time. Also, must be able to stoop, bend, reach or stand for extended periods of time. Must be able to sit and use a computer for extended periods of time.

*This position is expected to work in general office environment and may have to travel for visits to other credit union facilities as needed.