Executive Assistant II

Position Overview:

Perform a wide range of high-level administrative and executive support related tasks such as handling CEO and Board of Director information requests, preparing correspondence, taking meeting minutes, arranging conference calls, scheduling meetings, conducting research, and preparing reports, Maintains corporate postage and orders of general office and banking supplies. Reconciling corporate cards for various travel and monthly expenses. Work performed independently, with little or no supervision, keeping official Board records and executing administrative policies as determined by or in conjunction with the CEO and/or the Chairman of the Board. Always provides EPIC internal and external service.

Essential Functions:

• Provides administrative assistance to CEO, Board of Directors, and other executives as needed
• Prepare and edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Conduct research, assemble data and prepare reports and documents as directed
• Maintain databases
• Manage and maintain Board of Director meeting calendar and CEO and Board Member travel arrangements
• Arrange and coordinate Management and Board meetings and events
• Record, transcribe and distribute minutes of meetings
• Coordinate company events, meetings and celebrations
• Monitor, respond to and distribute incoming communications
• Coordinate, and calendar company vehicles.
• Maintains insurance for all company vehicles, branches, and the credit union
• Oversees breakroom and reception area; Assist visitors as needed
• Answer and manage incoming calls
• Communicate with internal staff at all levels
• Interact with external clients and vendors
• Maintains corporate postage program and orders general office and banking supplies
• Reconciliation of personal corporate cards and corporate cards of board members
• Participate in project-based work
• Maintain Board of Director records, meeting minutes, operating procedures, and related information in compliance with state and federal law
• Exercise highest level of confidentiality and discretion relative to all aspects of work
• Provides exceptional internal and external member service
• Understands, applies, and complies with all Credit Union Policies and Procedures, State and Federal laws and regulations, and adheres to requirements set forth by the Bank Secrecy Act (BSA)
• Completes other assigned duties commensurate with position

Qualifications/Skills:

• High school diploma or equivalent
• At least 12-15 years’ experience providing executive level support
• Familiarity with the financial industry preferred
• Able to shift priorities, remain organized, and have prompt recall sufficiently enough to support multiple executives
• Highly proficient computer skills and in-depth knowledge of MS Office Suite products
• Proficient with remote meeting technology
• Knowledge of standard office administrative practices and procedures
• Strong project management skills to track multiple concurrent projects and follow-through with senior management as required, keeping deliverables and deadlines on track to successful completion
• Demonstrates effective and strong verbal and written communication skills with great attention to grammatical and punctuation details
• Friendly and adaptable with a demonstrated strong sense of teamwork
• Provides exceptional service and must maintain confidentiality in all interactions and communications
• Communicate with courtesy, tact, and diplomacy in person and over the phone
• Perform job functions independently with limited supervision; work effectively on own and as part of team
• Ability to read and carry out various written instructions and follow verbal directions
• Ability to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Experience with preparation of presentation materials
• Interact and cooperate with staff (at all levels), sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role
• Must be exceedingly well organized and enjoy the administrative challenges of supporting a team of people
• Self-starter with effective time management and competence to manage a wide range of tasks in a fast-paced environment while serving as a highly resourceful team player
• Professional appearance, behavior, and strong work ethic essential
• Must remain composed in stressful, high-pressure situations. Calmly and professionally handle different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of member service
• Demonstrate extreme accuracy and quality, effectively handle multiple tasks and changing priorities, and exercise highest level of discretion on both internal and external matters
• Reports to work regularly; maintains reliable and timely attendance. Available to work days and hours as dictated by business needs

Physical Requirements:

Bend, sit, or stand to perform primarily sedentary work with limited physical exertion; occasional lifting up to 10 lbs. Operate routine office equipment including computer terminals, keyboards, telephones, copiers, and calculators. Work on computer for up to 8 hours per day. Some locations may require ability to climb or descend stairs with minimal assistance in emergency situations.