Executive & Board Administrative Assistant

Description

Executive & Board Administrative Assistant

Department:
Administration

Reports To:

CEO/EVP

Pay Classification:
Hourly

FLSA Status:
Non-Exempt

Position Grade: 10

To assist the credit union in achieving its mission statement: "PFCU WILL DELIVER FINANCIAL WELL-BEING WITH VALUE, CONVENIENCE AND EXCEPTIONAL SERVICE". The Executive Assistant is responsible to provide administrative support to the President/CEO, executive management team, and Board of Directors to ensure that credit union directives are implemented successfully. Takes on new and progressively challenging responsibilities to advance the value and contribution of the role to the credit union’s operations and strategic direction.

Demonstrates an exceptional level of professionalism, integrity and maintains a degree of confidentiality. Support, model & adhere to PFCU's Service Standards as outlined in My MARC.

• Perform administrative duties for CEO and EVP under general supervision. At the direction of the CEO and EVP, support administrative duties of the executive team.
• Provide confidential administrative support. Composes, types, proofreads, edits, and distributes routine correspondence and other communications. Enters and maintains data in databases and files. Prepares or assists in the preparation of assigned reports.
• Prepare confidential correspondence and complex documents on behalf of the CEO/EVP, to include letters, memos and reports, regularly using independent judgment.
• Update and maintain confidential credit union policies and procedures.
• Identify administrative needs, prioritize and develop appropriate solutions or recommendations.
• Submit, track, and approve payments of bills as directed by the CEO/EVP.
• Perform research and analysis of administrative operations to improve efficiencies and effectiveness in support of the executive team.
• Research concerns and responds to correspondence on behalf of CEO/EVP in regards to member communications.
• Contact credit union personnel at all levels to gather information and prepare reports.
• Provide and/or coordinate logistical and administrative support to various third parties to include vendors, prospective vendors, auditors, consultants, and regulators.
• Support administration of N-Suite, including, but not limited to:
  • Upload Board approved policies to N-Comply
  • Upload vendor documentation to N-Vendor
  • Send document review reminder requests to Executives
• Attend Board, Executive, ALCO, Senior Executive, IT Steering and other management meetings and maintain records of the meeting and meeting minutes, as required.
• Prepare meeting agendas from material submitted by staff; develop and collate final agendas with supplemental material for distribution. Reviews supporting documents for agenda items, screening for discrepancies, ensuring materials are relevant and appropriately processed in accordance with legal requirements and PFCU procedures.
• Serve as the primary Board liaison to ensure that the BOD is adequately prepared to carry out their responsibilities. This includes, but is not limited to:
  • Prepare and coordinate all aspects of Board meetings including notifications and attendance tracking to ensure meeting quorums.
  • Provide PFCU Board Directors, committees, and staff with logistical support for meetings, presentations, and events, including all logistical agency meeting and event coordination (such as location, room reservations, amenities, materials and meals).
  • Post and update meeting materials and Board-approved documents on PFCU's internal network and Board Portal, as needed.
  • Record and prepare minutes at Board meetings, including recording the essential content of discussion, motions and votes, transcribing notes and checking draft copies of minutes for appropriate grammar, technical terminology, spelling, and sentence structure.
  • Take appropriate follow-up action on the Board’s decisions, such as notifying interested parties on specific items, securing required signatures, or finalizing documents for official filing.
  • Prepare resolutions and staff reports, as necessary.
  • Communicate to the Board about the required BOD annual trainings assigned by the Training Department.
  • Organize and assist with the Associate Board Member (ABM) onboarding process.
• Serve as Incident Response Coordinator. This includes, but is not limited to:
  • Work directly with the Incident Leader to support IRT communication and action.
  • Be well versed and understand Disaster Recovery Policy, Business Continuity Plans and Incident Response Plans to organize and manage consistent action and responses through incidents.
  • Set and coordinate meetings to organize responses to incidents.
  • Take notes during meetings documenting the takeaways and action items including the who, what and when items need to be completed.
  • Organize and consolidate documentation of the event to support Lessons Learned as well as retention within N-platform.
  • Attend PFCU Incident Response training exercises.
• Plan and coordinate the annual…