Administrative Assistant

Job Description

Job Description

Affidian Credit Union is looking for an Administrative Assistant for our C-Level Executives. We are an established, strong organization looking for someone who enjoys helping others and building relationships. If you have the experience, qualifications, and passion - Affidian is looking for you to join our team! We offer a comprehensive health insurance package, competitive salary, generous PTO plan, paid holidays, and eligibility for participation in a 401K retirement program. The pay rate is from $22.00 to $28.00 per hour and will commensurate with experience. The Credit Union's policy is to promote from within and encourages growth and advancement.

This position is located at 10025 Park Meadows Drive, Lone Tree, CO 80124. This is a full-time, in-office, position. Working hours are Monday - Friday from 8:00 am to 5:00 pm with an occasional start time of 7:00 am.

Essential Duties and Responsibilities:

• Office Administration: Maintain and organize confidential files and records, ensuring data security and accessibility. Order office supplies, manage expense budgets, and handle invoices for department-related expenditures.
• Assists with the preparation of minutes for Board meetings and any other meetings, as required.
• Assists with preparation of Board meetings, prepares member reports, obtains signatures of Board members when needed, arranges for food and refreshments.
• Calendar and Schedule Management: assists with schedules, including meetings, appointments, and travel arrangements.
• Serve as the primary point of contact between executives, staff, clients, and other stakeholders. 
• Draft, review, and send official correspondence, emails, and reports on behalf of the executive, handle incoming calls, emails and other communications, redirecting as needed.
• Plan and book travel arrangements for executives, including flights, accommodations, and itineraries. Prepare and manage expense reports and travel reimbursement requests.
• Organize meeting materials, create agendas, and distribute pertinent documents. Record meeting minutes, track action items, and ensure follow-up on key decisions. Arrange logistics for in-person and virtual meetings, including setting up audio/visual equipment. Prepares for meetings by planning food and refreshments as necessary. 
• Assist with project management and provide support for planning and execution of company projects and initiatives. Coordinate with departments to gather and analyze data, prepare presentations, and track project milestones. Take on additional special projects as directed by the executive team. 
• Assist with facilities management for three branch locations.
• Conduct research for executive initiatives, including market, competitor, and industry analysis. Prepare reports, presentations, and summaries for internal and external use. Assist in preparing materials for board meetings, investor presentations and quarterly reviews. 
• Event Planning and Coordination: Plan and organize company events, team-building activities, and executive gatherings. Coordinate with vendors, venues, and caterers to ensure event success. Manage event budgets and logistics from inception to completion. 
• Handle sensitive and confidential information with the utmost discretion. Act as a trusted advisor, keeping executives informed while protecting confidential communications. 
• Build and maintain strong working relationships with internal and external stakeholders. Foster positive relationships with key contacts to enhance the executive's network. Represent the executive's office in a professional and courteous manner at all times. Greets visitors, ascertains nature of business, and direct visitor to appropriate person, while acting as Credit Union ambassador.

Performance Standards:  

• Meets all deadlines.
• Ability to work with several executives, maintain confidentiality of records and information, diplomacy, tact, and professionalism in actions and appearance.
• Demonstrated record as a self-starter, organized, dependable, and professional. 
• Adhere to all Credit Union Policies and Procedures including compliance with directives and expectations in the Affidian Employee Handbook.

Qualification Requirements:  

• To perform this job successfully, an individual must be able to perform each essential duty satisfactory.
• Must rely on good judgement and experience to plan and accomplish goals.

Education and/or Experience:
Three to five years related experience and/or training, or the equivalent combination of education and experience.

Skills Required: 

• A significant level of trust and diplomacy is required, in addition to normal courtesy and tact.
• Work involves extensive personal contact with others and/or is usually of personal or sensitive nature.
• Outside contact becomes important and fostering sound relationships with others becomes necessary.
• Essential duties are performed in a general office work environment which regularly requires siting at a workstation/desk while completing paperwork or using a computer, calculator, copier, fax machine and other office machines and equipment.
  

This Job Description is not a complete statement of all duties and responsibilities comprising this position.