Executive Assistant to the CEO

Job Description

Job Description

We request that an application is completed to help us make the best possible placement. You should complete all portions of this application that pertain to you. We appreciate the time you spend in completing this form.

If offered employment and accepted, you are required by law to show proof of eligibility to work in the USA.

If offered employment and accepted, you are required by law to show you are 18 years of age or over.

Erie Federal Credit Union is an Equal Opportunity Employer.

GENERAL SUMMARY

The Executive Assistant to the CEO provides high-level, confidential administrative and operational support to the Chief Executive Officer.  The Executive Assistant enables the effective execution of executive priorities through sound judgment, strict confidentiality, and proactive administrative support, ensuring the efficient operation of the Executive Office.

Responsibilities include managing executive-level administrative and project-based priorities; conducting research and gathering information; organizing resources; preparing reports and correspondence; responding to information requests; supporting special projects; and coordinating meeting and travel logistics.

The role serves as a primary liaison between the CEO, Board of Directors, employees, and key stakeholders.

ESSENTIAL FUNCTIONS

1. Administrative
   1. Perform a wide range of advanced administrative functions, including screening and prioritizing incoming correspondence and telephone calls; preparing, editing, proofreading, and processing documents; maintaining organized records and files; and providing other administrative support as needed.
   2. Provide administrative support to the CEO by coordinating schedules, preparing and facilitating meetings, drafting executive correspondence and reports, and serving as administrator of the credit union’s secure board management platform.
   3. Serving as CDFI certification and reporting coordinator, ensuring timely compliance, data collection, reporting, and program administration requirements.
   4. Review and respond to correspondence and inquiries, exercising independent judgment to determine when executive action is required.  Refer routine matters to the appropriate parties and follow up to ensure timely resolution.
   5. Maintain organized and confidential paper and electronic filing systems for CEO and Board records and documentation.
   6. Administer and maintain the CEO’s professional memberships, subscriptions, and industry publications.

1. Scheduling
   1. Coordinate executive calendar, including scheduling appointments, meetings, travel, and other executive commitments.
   2. Coordinate CEO and Board conference registrations, travel arrangements, and lodging accommodations.
   3. Plan and coordinate logistics for Board of Directors meetings, the Annual Meeting, the Annual Strategic Planning Session, and other special events.
   4. Coordinate travel and accommodations for business guests.
   5. Coordinate meeting and event preparations, including facilities, materials, catering, and hospitality needs.

1. Reporting/Research
   1. Prepare and distribute monthly reports in a timely and accurate manner.
   2. Complete monthly Symanalyze data entry and reporting requirements within established deadlines.
   3. Perform specialized and confidential administrative duties, including research, data analysis, and report preparation.
   4. Assist with the preparation, formatting, and assembly of Board of Director meeting materials.
   5. Maintain the permanent archive of Board of Directors meeting minutes and related records.
   6. Assist with the preparation, formatting, and assembly of Annual Strategic Planning materials.
   7. Assist in preparing documentation and supporting materials for external audits, examinations, and regulatory reviews.

1. Corporate Outreach
   1. Support staff enrichment and volunteer and community outreach initiatives.
   2. Represent the credit union at community events and functions.
   3. Monitor and communicate member concerns, complaints, correspondence, and inquiries to the CEO as appropriate.
   4. Coordinate CEO and Board participation in community events and activities, including ticket sales and related engagement opportunities.
   5. Manage employee engagement, outreach, and recognition programs.

1. Professional Development
   1. Maintain a strong understanding of Erie FCU’s bylaws to support the CEO and Board governance activities.
   2. Maintain a strong working knowledge of all credit union products, services, and operations.
   3. Enhance professional knowledge and skills through continuing education, professional publications, networking, and industry involvement.
   4. Maintain current knowledge of Credit Union policies, procedures, and applicable federal, state, and local laws and regulations, ensuring ongoing compliance with NCUA and other regulatory requirements.
   5. Actively participate in relevant professional organizations.

N ote: This list of essential functions is not intended to be exhaustive and may be supplemented as necessary.

A DD ITIONAL FUNCTIONS

1. Maintain a clean, secure, and well-organized work area in accordance with Erie FCU’s Clean Desk Policy.
2. Prepare, edit, and proofread correspondence, reports, presentations, and other business documents.
3. Maintain and preserve Erie FCU heritage materials and historical records.
4. Support development of Erie FCU’s annual report.
5. Support development of Erie FCU’s quarterly member newsletter.

JOB SPECIFICATIONS

1. Maintain a positive and professional attitude.
2. Ability to handle confidential and sensitive information with discretion.
3. Strong organizational, time management, and multitasking skills.
4. Ability to meet deadlines and work independently and as part of a team.
5. Excellent interpersonal, verbal, and written communication skills.
6. High school diploma or equivalent; additional post-secondary education or related experience preferred.
7. Minimum three years of executive-level administrative support experience.
8. Intermediate mathematical proficiency, including calculations involving decimals, percentages, fractions, and other basic mathematical concepts.
9. Requires advanced skill in the areas of oral and written communication and organization.
10. Advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
11. Strong proofreading and attention-to-detail skills.
12. Working knowledge of Credit Union products, services, policies, and procedures.

PHYSICAL REQUIREMENTS

Sitting = Frequent                                                Crawling = Occasional

Standing = Frequent                                            Climbing = Occasional

Walking = Frequent                                             Balancing = Occasional

Driving an automobile = Occasional                    Reaching Overhead = Occasional

Lifting/Carrying = Occasional                              Reaching Forward = Occasional

Amount of Weight = up to 25 lbs.                    Kneeling = Occasional

Bending = Occasional                                         Push/Pull = Occasional

Squatting = Occasional                                       Twisting = Occasional