Executive Assistant to the CEO

Executive Assistant to the CEO

DEPARTMENT: Administration

FLSA: Exempt

EEO: Administrative Worker

Salary Grade: 18

Salary Range: $71,600- $89,500-$107,400

People Vision: Our people create an environment that produces genuine empathy and feelings of care and concern for a better future and personal well-being to make us the only choice in the communities we serve… “Changing lives, because we care.”

POSITION PURPOSE

A highly energetic, people focused, detailed oriented individual that provides extraordinary executive administrative support to the CEO, the Board of Directors and the Supervisory Committee. In addition, the EA will support the Human Resources department with limited projects. Must be able to prepare professional correspondence and manage the board of directors’ events and meetings. The Executive Assistant will be the first point of contact for external telephone or email requests to the CEO. Must be able to discern and appropriately prioritize requests, assemble and maintain statistical data, accurate files, observe protocols surrounding corporate and operational policies and procedures. Performs and oversees specific projects and programs as assigned.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• CEO Communication & Prioritization: Manage incoming communications (calls, emails) for the CEO, exercising independent judgment to prioritize messages, and ensuring effective communication with management, the Supervisory Committee, and the Board of Directors.
• Document Creation & Management: Prepare and assemble documents such as memos, reports, and letters; assemble all board, ALCO, and Supervisory Committee meeting packets for timely distribution.
• Audit Coordination & Management: Delegate and collect NCUA examination requests from various department leaders in a timely manner. Coordinate auditor fobs, facilities, and arrangements. Ensure quarterly updates to the NCUA call profile.
• Meeting Coordination & Event Management: Plan and organize various internal and external events, including Board meetings, annual meetings, strategic planning sessions, and other corporate functions. Responsibilities include selecting venues, coordinating food and beverage services, managing technology requirements, confirming speakers, and ensuring overall event success.
• Travel & Scheduling Coordination: Maintain the CEO’s calendar, coordinate meetings and conferences, and arrange travel logistics for the CEO, Board of Directors, and Supervisory Committee members.
• Follow-up & Reporting: Track assignments given to management by the CEO, ensure timely follow-up, and provide status updates.
• Expense & Reporting Management: Process expense reimbursements promptly and maintain regular and special reporting data, including statistical analysis.
• Event Record-Keeping: Act as the recording secretary for key meetings, including Board of Directors, Supervisory Committee, Senior Management, and staff meetings, ensuring accurate minutes are transcribed and distributed.
• Policy & Board Management: Track and manage Board-approved policies, ensuring timely annual reviews and updates to ensure regulatory compliance. Manage the scheduling and coordination of Board member photo updates and organize annual gifts and recognitions for Senior Management, the Supervisory Committee, and the Board of Directors. Maintain board room stocked and orderly.
• Annual Meeting & Strategic Planning Preparation: Lead the planning and execution of the Annual Meeting and Annual Strategic Planning Session, including agenda creation, materials preparation, catering, technology coordination, and acting as recording secretary during the events.
• People-Centered: Serve as a "People-Focused" advocate for the Credit Union, fostering a positive internal culture while actively promoting the Credit Union’s presence and involvement within the community.
• Confidentiality & Trust: Serve as a trusted, confidential member of the team, safeguarding sensitive business strategies and personal information related to Officers, Board members, and colleagues.
• HR Support: Prepare and process the bi-weekly payroll and provide administrative support to HR leadership.

QUALIFICATIONS

EDUCATION/CERTIFICATION: BA in Business or another related field preferred.

REQUIRED KNOWLEDGE: High level of proficiency in the use of Microsoft 365 programs including Word, Excel, PowerPoint, and Outlook.

EXPERIENCE REQUIRED: Five or more years of office administrative experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

SKILLS/ABILITIES:

Excellent interpersonal and public relations skills.

Solid analytical, creative, and problem-solving abilities.

Project management skills and well organized.

Able to work independently with little oversight.

MATHEMATICS ABILITY: Ability to perform very basic math skills including adding, subtracting, multiplying, and dividing two-digit numbers; the four basic arithmetic operations with money; operations with units such as inch, foot, yard; ounce, and pound (or their metric counterparts).

LANGUAGE ABILITY: Ability to write complex sentences using proper punctuation, adjectives, and adverbs.

Ability to communicate in complex sentences using normal word order with present and past tenses and good vocabulary.