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Executive Assistant

Full Time Clerical Helena, MT, US

Salary Range: $17.00 To $23.00 Hourly

Role

To control and manage administrative and other assigned functions for the CEO, making it possible for the CEO to focus on other matters associated with directing the Credit Union.

Essential Functions & Responsibilities

40% Provides confidential administrative support to the CEO. Composes letters and other correspondence from guidance provided and knowledge of organization policy or procedures; edits written communications from word processing documents.

5% Prepares or assists in the preparation of assigned reports and spreadsheets.

5% Collects and prepares information for the CEO's use in discussions and meetings with other credit union managers, employees and outside individuals.

11% Coordinates Board of Directors meetings, committee meetings, and board orientation, and manages logistics of the Board of Directors meetings, including confirmation of meetings, distribution of materials in advance, agenda preparation, etc.

5% Maintains CEO’s calendar and schedule, including internal meetings with staff, members and outside 3rd parties including community organizations and vendors.

5% Coordinates and manages meetings including confirming those attending, preparing agendas, printing documents, taking notes, distributing action items, arranging any hospitality details such as food and beverage

2% Communicates on behalf of the CEO both internally and externally through Email, Teams and other communication tools as directed

2% Manages incoming and outgoing email on behalf of the CEO as directed

15% Interact positively with a wide range of staff members, Board members and external parties such as members, executives, vendors and community leaders

5% Manages digital filing systems for policies, procedures, contracts, correspondence and a variety of other documents

5% Performs Project Management tasks and other duties as assigned.

Performance Measurements

1. Provide informed, professional and personal assistance to all members, Board and Committee members, Credit Union employees and business partners.
2. Maintain the confidentiality of sensitive information as directed in cred union policies, procedures, and other sources.
3. Meet all required time deadlines for mail and other correspondence for CEO and Board material.
4. Maintain and keep current the Credit Union official policies, procedures, and Board minutes and actions.
5. Organize and maintain digital and other files/records with completeness and accuracy.
6. Maintain excellent communication with Directors, employees and 3rd parties on behalf of the CEO.
7. Prepare and distribute promptly monthly minutes and other reports ensuring on-time delivery. Update information and provide it to appropriate parties with zero errors.
8. Demonstrate excellent proficiency with office technology tools for communication, document preparation and data summarization.

Knowledge and Skills

Experience/Education:

One year to three years of similar or related experience.

(1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program.

Interpersonal Skills:

Work involves contact with persons beyond immediate associates regarding routine matters for the purpose of giving or obtaining information which may require some discussion. Outside contacts take the form of service to the public (members or vendors), requiring ordinary courtesy in providing assistance and information.

Other Skills:

Excellent organization and editing skills; Excellent proficiency in all Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint. Good written and verbal communication skills, ability to prioritize and manage projects. Good organizational, time management and problem-solving skills. Ability to work independently with minimal supervision and good attention to detail.

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