Executive Assistant

In order to be considered, you MUST apply on Paylocity at the following link: https://recruiting.paylocity.com/recruiting/jobs/All/b9944418-e383-4000-853f-3d5b60a36394/Westby-Coop-Credit-Union.

Perform all clerical functions for the Executive Team. Effectively support and assist the President in day-to-day operations of the organization. Assist other Directors and Managers with clerical duties as requested and as schedule allows.

Principal Duties and Responsibilities:

• Maintain daily schedule Executive Team
• Set meetings and appointments
• Adjust schedule as needed
• Communicate changes to appropriate individuals
• Arrange and coordinate meetings
• Coordinate schedule to arrange meeting time and room assignments
• Assist in the development of agendas
• Distribute notices, agendas, and information as appropriate
• Organize and distribute information to the Executive Team and others as directed.
• Compose and/or type daily correspondence and prepare reports for the Executive Team, and others as requested.
• Assist in the coordination of travel and public relation events.
• Attend meetings as appropriate (including all WCCU Committees, Support Executive Team, and Closed session meetings)
• Transcribe, type, and distribute minutes for meetings as requested.
• Keep an accurate and up to date filing system relevant to organizational activities.
• Evaluate, route, and open incoming correspondence and assemble related information.
• Screen and initiate telephone calls as requested.
• Coordinate regular meeting functions and special meeting events.
• Participate and assist in committee event planning.
• Organize, distribute, and file financial information.
• Attend strategic planning, transcribe minutes.
• Assist Executive Team with projects as requested.
• Assist Executive Team members with clerical tasks and projects as requested and as schedule allows.
• Communicate project priorities to all involved.
• Act as a first line contact for the organization and keep the Executive Team informed of all pertinent happenings.
• Copy, scan, and fax materials as needed.
• Develop formats for printed materials including forms, brochures, and newsletters.
• Perform all other duties as assigned.

Administrative

• Ensure that regulatory reports are completed and submitted in a timely manner.
• Make written and oral reports/recommendations to the Executive Team as requested or as may become necessary.
• Delegate responsibility and accountability to other staff personnel as deemed necessary to perform their assigned duties.
• Maintains the confidentiality of all information.
• Adheres to applicable general Credit Union policies and procedures.
• Explains Credit Union services and charges to members as needed.
• Demonstrates continuously a helpful, friendly attitude.
• Looks for opportunities to sell and/or refer Credit Union products and services to members and prospective members.
• Maintains a neat and orderly work area and ensures that all negotiables and confidential records are properly secured.

Other Duties and Responsibilities:

• Keeps abreast of changes in field of expertise.
• Maintains orderly files with attention to complete and accurate detailing of all problems or correspondence.
• Other job-related duties as may be necessary to carry out the responsibilities of this position.

Work Relationships and Scope: Reports directly to the Executive Secretary. Has direct contact with co-workers, vendors, and some members. Due to the nature of the position, will work with almost all employees at WCCU on an occasional or regular basis.

Performance Dimensions:

• Must possess ability to gain the trust and respect of management and employees. Also develop and maintain positive working relationships with co-workers.
• Must maintain the integrity of confidential business information and follow all guidelines on confidentiality.
• Must have a strong desire to learn and enhance job growth through continuing education, as required or necessary.
• Promotes quality, accuracy, timeliness, reliability, and thoroughness of work performed. Accuracy is extremely important in this position.
• Is punctual, flexible and reliable.

Knowledge, Skills and Abilities Required:

Education/Training:

Three to five years experience in advanced secretarial, administrative assistant, or office management perferred. Advanced training in these areas helpful. Computer proficiency in word processing, spreadsheets, PowerPoint and data bases required. Experience working with computers, printers, copy machines, telephone systems, and adding machines needed. Ability to create and work with financial forms as applicable. Professional, well-developed interpersonal skills essential to deal courteously and effectively with the Executive Team, management, a diverse group of callers, visitors, and vendors. Experience working in a Credit Union setting preferred.

• Ability to work independently.
• Ability to perform all tasks in a professional manner, using strict confidentiality
• Ability to understand written and oral instructions.
• Ability to prioritize, plan, coordinate, and organize tasks
• Knowledge of office equipment
• Numerical Skills
• Acceptable grammar, punctuation, spelling, and composition
• Able to demonstrate sound decision making skills
• Performs all tasks in an accurate and timely manner
• Flexibility to adjust work schedule to meet demands
• Ability to problem solve
• Ability to delegate and motivate staff to accomplish all tasks in a timely and professional manner
• Professional, well-developed interpersonal skills essential for projecting a positive image as a representative of the Credit Union.
• Ability to work with a wide range of personalities in a courteous, effective and efficient manner.
• Ability to attend to numerous details simultaneously, with frequent interruptions, under the stress of maintaining courteous, accurate and timely relations with a variety of individuals.
• Knowledge and ability to apply current financial service industry standards, laws, and regulations.
• Excellent communication and presentation skills.
• Ability to work under the stress of dealing with a wide range of personalities.
• Ability to communicate clearly and concisely, to present ideas and to report facts and technical information.
• Ability to maintain stable and courteous business relations with co-workers, vendors, etc.
• Ability to perform necessary mathematical computations with the aid of a calculator.
• May as necessary/will as necessary to support the Board of Directors.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Work Location: In person