Executive Assistant
Reports to: President/CEO
FLSA Classification: Non-Exempt
Summary: The Executive Assistant is responsible for working with the President/CEO to support and advance Sun Federal’s Mission, Vision, Values, and Culture with particular emphasis on effective communication, engagement and leadership driven relationships with credit union employees, volunteers, and members. Assists the President/CEO and performs administrative duties including producing correspondence, reports, scheduling, and follow-up while maintaining confidentiality. As directed by the President/CEO, provides administrative assistance for the Senior Team and Board Chair. Works closely with and manages the Administrative Assistant. Works to maintain high employee engagement and is a cultural champion.
Essential Duties and Responsibilities: Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates Sun Federal’s mission and core values in a positive manner. Other duties may be assigned.
1) Provides Leadership to Administrative Team
a. Ensures execution and development aligned with Sun Federal's Leadership Competencies which are: Lead People, Inspire Others, Think Critically, Communicate Clearly, and Develop People.
b. Manages the Administrative Team. Provides direction, coaching, evaluates work and appraises performance. Ensures procedures are up to date and duties are cross-trained.
c. Provides learning opportunities and assistance to ensure efficient and effective delivery of internal member services.
d. Facilitates State of the Team meetings for Administrative team.
e. Responsible for Support Center reception area and front desk coverage. Coordinates additional department support as needed.
f. Approves payroll and expenses for administrative team.
g. Serves as primary back-up for Administrative Assistant when necessary, including Policy Pro maintenance and changes, submitting new Sponsor Groups, processing mail, submitting facilities tickets, updating Strengths grid, etc.
2) President/CEO and Senior Team Support
a. Coordinates Senior Team, employee one-on-one, small group, and organizational wide meetings with the President/CEO.
b. Serves as a liaison for employees and members with questions or seeking to communicate and or meet with the President/CEO.
c. Schedules and creates annual calendars for the organization, volunteer committees and subcommittees, learning/development meetings, Senior Team meetings, Senior Team Vacation, and Link-up meetings. Prepares agendas and meeting minutes as directed by the President/CEO.
d. Processes confidential reports and creates presentations and associated materials for the President/CEO. Ensures appropriate copies of correspondence or other documents are made, distributed, and filed for easy retrieval. Schedules and attends meetings and serves on selected committees/project teams as directed by the President/CEO.
e. Coordinates, arranges, and manages employee and volunteer travel including conference registrations and off-sight educational sessions. Ensures and reports travel/conference related needs fall within budgets and policies.
f. Distributes articles and newsletters as directed by the President/CEO to the Senior Team and volunteers.
3) Board & Volunteer Network Administration
a. Acts as Recording Secretary for the Board of Directors and is responsible for maintaining electronic documents and the Chairman’s Book. Involved with all Volunteer related correspondence, travel, agendas, meeting preparation, expense reports, and necessary technology needs.
b. Responsible for the distribution and virtual accessibility of the Board of Directors, Board related committees and Advisory Board meeting packets by mail and electronically.
c. Prepares, distributes, and compiles results of the annual Board Self-Assessment and other surveys as needed.
d. Administers and is responsible for Volunteer Website (site content, training and user profile, login requests, and security).
e. Records and updates Volunteer Directory and historical timeline as needed (including email distribution lists).
f. Orders flowers and/or memorial contributions for management team/volunteers and/or families as necessary.
4) Meeting & Event Support
a. Coordinates Board, Advisory Board, and executive level meetings (includes securing venue, preparing agendas, room setup, audio/visual needs, food/beverages, air, and ground transportation, hotel accommodations, group travel itineraries, designs booklets, presentations and provides detailed budget. etc.).
b. Plans and coordinates all logistics and hosts special events, meetings and dinners including Employee & Volunteer Holiday Parties, Leadership, Management and Long-Range Planning Conferences, Employee Appreciation events, board related conferences, etc. Creates budget and tracks expenses.
c. Administers Board and Common Area rooms calendar reservations and prepares for in person and virtual meetings (including room set up, refreshments, lunches, IT/technology needs, etc.)
d. Checks resource reservation calendars daily to ensure the conference rooms are setup and Teams unit is working properly approximately 15 minutes prior to meetings.
e. Coordinates with Administrative Assistant and arranges monthly birthday treats for employees.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The individual must be able to successfully pass background checks.
Educations/Certification: Bachelor’s degree in business management required.
Required Knowledge: Knowledge of word processing and spreadsheet applications. Basic knowledge of Credit Union operations. Understanding of document formats, spreadsheets, and business communications. Familiar with the Business Plan process.
Experience Required: Three to five years of related experience, or in a financial institution, required; prior supervisory experience preferred.
Employee Benefits:
Tuition Reimbursement, Promote From Within Philosophy, Professional Development, Work/Life Balance, Paid Vacation and Sick time, 11 Paid Holidays, Weekends and Evenings Free, 401(k) with 6% Match, Employer-Paid Pension, Incentive Pay, EAP, Medical, Dental, Vision, Life, Long-Term Disability Insurance, Employer H.S.A. Contribution, Wellness Program and Rewards, Credit Union Membership, Financial Wellness Education
This Job Description is not a complete statement of all duties and responsibilities comprising this position.
Pay: $26.15 - $31.06 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
