Administrative Assistant

Provides advanced clerical and administrative support to the Executive Office (often highly confidential and/or sensitive). Works with minimal supervision and exercises independent judgment in prioritizing responsibilities and completing tasks to ensure an organized and efficient workflow. Uses computer skills to perform complex duties, including word processing, data management, presentation graphics, e-mail, and spreadsheet preparation. Interacts tactfully and professionally with all levels of internal and external stakeholders, which may include community leaders, partners, vendors, and business associates.

· Greets and screens visitors to ascertain the nature of their business and directs them to the appropriate person. Presents a positive, professional image in person and by telephone to employees, volunteers, vendors and members.


· Produces high-quality written correspondence in minimal timeframes.

· Compiles, produces, and prepares monthly, annual, and periodic management reports using all office software applications, often with research and gathering of extensive data.

· Reviews the status of projects and activities. Monitors progress and timely submission by assigned parties.

· Answers phone, directs caller to the appropriate person, takes messages or provides information to callers. Advises Executive Assistant when necessary.

· Screens, sorts and distributes mail and other incoming documents. Responds to requests or brings to supervisor’s attention when appropriate.

· Responds to correspondence and memos in writing or by telephone.

· Maintains credit union policies and annual policy review schedule.

· Reviews and reconciles monthly corporate credit card statements and other miscellaneous invoices for Executive Management approval.

· Coordinates conferences and travel accommodations for employees and assists with Board members’ travel in the absence of the Executive Assistant.

· Reviews all conference related travel expenses submitted by employees in SAP Concur and forwards for appropriate approvals.

· Tracks all employee related travel expenses in spreadsheets for budgeting purposes.

· Orders and maintains departmental supplies. Coordinates the care and maintenance of departmental equipment.

· Faxes, scans, and copies documents as requested in a timely manner. Makes arrangements for special meetings, including reserving meeting rooms, ordering food, arranging for needed equipment, etc., when needed.

· Prepares and distributes monthly preliminary board meeting agenda and assists in preparation and production of monthly board package in OnBoard.

· Attends SLT meetings, records written minutes, and sends calendar invitations for scheduled meetings to appropriate parties. Assists in agenda and presentation preparation and distribution as requested.

· Attends monthly Board of Director Meetings, quarterly Member Advisory Board Meetings, and Board Committee Meetings and produces written minutes in the absence of the Executive Assistant.

· Prepares emails and tracks Employee Anniversary Luncheons held quarterly by branch/department.

· Schedules monthly New Hire Luncheons, or as needed.

· Coordinates and plans credit union related events, such as the Annual Employee Picnic, SAFE Employee Holiday Party, and Children’s Christmas Party, etc.

· Handles employee-related functions, including but not limited to, employee birthday card mailings; floral arrangements for new births, sympathy, and illness; monthly business card order for the organization; employee drawings; and ordering names badges for Board of Directors and Supervisory Committee members.

· Completes assigned departmental projects.

· Cross-trained in essential duties of Executive Assistant to provide backup in this area.

· Other duties as assigned.

This is a non-management job that will report to the Executive Assistant.

· Flexible schedule to accommodate office needs, including but not limited to, meetings and events scheduled outside of normal working hours and/or on weekends.

· Fully competent in using Microsoft Office software applications (word processing, spreadsheets, database, data entry) and Adobe Pro.

· Accurately produces all documents and spreadsheets, using text, charts, graphics and other word processing skills to portray the highest level of quality for the credit union.

· Strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks efficiently to support the priorities and needs of the Executive Office.

· Completes assigned tasks on schedule.

· Is able to work independently with minimum supervision.

· Is tactful and pleasant when interacting with others.

· Displays professionalism in actions and appearance.

· Maintains strict confidentiality of records and information.

To perform this job successfully, an individual must be organized, enthusiastic, conscientious, team oriented, adaptive to change and able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Regulatory Requirements: Your position has specific procedures that must be followed to comply with the Privacy Act, Office of Foreign Assets Control (OFAC), and Bank Secrecy/Patriot Act. You will receive annual training to keep you current on any changes to these policies/procedures to assure compliance. Failure to comply with these procedures may cause termination of your position as well as possible monetary penalties from the federal regulatory agency.

Three to five years related experience in an administrative role (preferably supporting Senior Leadership or above); or equivalent combination of education and experience. Financial Institution experience preferred.

Ability to read and interpret documents. Ability to write routine reports and business correspondence. Ability to proof and edit written material. Ability to effectively present information, both oral and written, and respond to questions from managers, fellow employees, and members.

Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to find percentages and averages. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Ability to understand and carry out detailed and complex written or oral instructions.

Other Skills and Abilities:

· Ability to operate personal computer, 10-key adding machine, laser printer, inkjet printer, photocopier, and fax machine.

· Must type and transcribe at a corrected rate of 65 wpm.

· Ability to work closely with others in a team-oriented environment.

· Ability to organize and prioritize work independently.

· Ability to multitask.

· Ability to gain a firm grasp of credit union terminology and policies.

· Ability to excel under pressure.

· Must possess a high degree of poise and tact to represent Executive Management and the credit union in a positive manner; to handle sensitive and confidential business information; and to develop and maintain effective working relationships with management personnel, board members, and co-workers.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is subject to extended periods of sitting. The employee is also frequently required to reach with hands and arms. The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 50 pounds.

The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The mental characteristics necessary to competently perform the job include the occasional need to use complex numeric calculations, reasoning abilities, and analyzing; to frequently use problem solving, basic numeric calculations, be accurate, resourceful and creative; and to continuously use writing and reading ability and show initiative.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low to moderate.

Equal Opportunity Employer


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