Executive Assistant - Employee Experience Segment

Job Summary Overview

The position is responsible for providing a wide range of administrative support services to the Executive VP & Chief People and Culture Officer (CPCO) and designated Senior Vice President, while maintaining high standards of professionalism, efficiency, personal communication, discretion, and independent judgment. In working with internal and external contacts, including employees, board and community members, the position will deal with highly sensitive issues under tight deadlines/pressure.

Essential Job Functions

• Serves as principal advisor on issues of importance and obligations of the CPCO.
• Prioritizes conflicting needs, handle matters expeditiously, proactively, and confidentially, and follows through on a variety of special requests to successful completion, often with deadline pressures.
• Organizes, prepares, and manages CPCO calendar/email.
• Develops and maintains productive and professional working relationships with executive level staff as well as the Board of Directors (BOD) and Supervisory Committee.
• Exercises strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience appropriate.
• Categorize and triage problems to reduce distractions and allow the CPCO to focus on what’s most important to the credit union while also bringing pertinent issues to the CPCO’s attention in an organized, succinct manner.
• Demonstrates general knowledge of the overall credit union operations, with specific emphasis on the organizational chart and who to include in meetings and communications.
• Provides a broad variety of administrative tasks for all leaders within the Employee Experience Segment (Employee Services, Talent Acquisition, Learning and Development, Facilities, Employee Experience) including, but not limited to, organizing travel arrangements, preparing, and processing expense reports, preparing itineraries and agendas, taking detailed minutes, ordering meals for small and large groups, and compiling documents and presentations for meetings.
• Organizes internal and external team meetings, video conferences, and conference calls, including preparation of meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are prepared in advance.
• Confirms all meetings, prepare the executive for meetings with clear directions, proactively work with the appropriate team members to ensure proper meeting materials are prepared and sent in advance as well as prep meetings if needed.
• Provides a broad range of support for BOD, Supervisory Committee, Board Committees, and other credit union committees.
• Support employee recognition programs and other initiatives championed by the Employee Experience Team.
• Assist with planning and implementation of employee milestone anniversary celebrations.
• Support the New Employee Training (NET) program and facilitate the onboarding process for new hires, ensuring a smooth transition and providing guidance during their first 90 days of employment.
• Responsible for the timely compilation of monthly reports, scorecards, and other documents, moving and saving them across organizational folders as applicable.
• Maintains and recommends changes to Employee Experience Segment file storage approach and administration, ensuring documents can be located and updated quickly and efficiently.
• Performs ad-hoc research at direction and request of Employee Experience Leaders.
• Tests new productivity tools and applications as they become available, providing feedback on their benefits (or lack thereof).
• Provides planning assistance and onsite support for segment, credit union, and employee events.
• Performs other job-related duties as assigned.

Position Required Qualifications

Minimum Education and Experience

High School diploma or GED and three (3) years minimum of executive support, project administration, or office management experience. Experience working with an executive or executive team in a support/administrative capacity.

Knowledge, Skills, and Abilities

Knowledge of computers and software applications in Microsoft Office, including TEAMS. Ability to type 60 words per minute. Ability to read, write and speak in English.

Exceptional communications and writing skills, be flexible yet thorough, and possess the ability to manage multiple tasks efficiently while working productively in a fast-paced, team-oriented environment.

Ability to read, analyze and interpret technical procedures, financial reports, legal documents, and government regulations. Ability to evaluate and analyze information with attention to detail. Ability to write business correspondence in response to sensitive inquiries or complaints. Ability to use sound judgment. Proficiency in grammar, proofreading and sentence structure. Ability to communicate verbally both in person and on the telephone. Ability to speak effectively to members regarding common inquiries or complaints. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to calculate rates, ratios, and percentages. Ability to manage time and workload effectively which includes planning, organizing, and prioritizing multiple projects simultaneously with attention to details. Demonstrated a high level of confidentiality.

Licenses, Training, and Certifications Required

None.

Preferred Qualifications

• Bachelor’s degree.
• Experience supporting a senior executive.
• Financial services experience.
• Ability to understand the “big picture” and be proactive to prevent problems/conflict.
• Knowledge of proper administrative protocol and the ability to interface with all types of people in a friendly and professional manner.
• Strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience appropriate.
• Ability to communicate effectively in one-on-one and group situations - both written and verbally.
• Proven success in managing multiple schedules and calendars, with the ability to anticipate obstacles and respond to a constantly changing working environment.
• Effective travel logistic planning skills.
• Proficiency in expense reporting systems, preferably Concur.

Hybrid Work Environment and Physical Demands

• Occasionally required to reach with hands and arms.
• Regularly required to stand or sit; use hands to finger keys accurately when using calculator machines or computer keyboards.
• Occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distant vision, and peripheral vision.
• The noise level in the work environment is quiet.
• Must be able to travel independently to department and branch locations.

NOTE: The job description is intended to be generic in nature. It is not an exhaustive list of all duties and responsibilities. Requirements listed in the above qualifications and physical requirements are representative of the knowledge, skill, abilities, physical demands, or work environment required or encountered that must be met by an employee to successfully perform each duty and each function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Employees who work from home must have business operational internet to complete work tasks and communicate via video call or chat messaging systems in a dedicated workspace.

Job Type: Full-time

Pay: From $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• working with an executive/executive team: 3 years (Required)
• Microsoft Office: 3 years (Required)

Ability to Relocate:

• Phoenix, AZ 85008: Relocate before starting work (Required)

Work Location: Hybrid remote in Phoenix, AZ 85008

Salary : $56,000