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 time frames.
• 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.
• Preparesemailsandtracks Employee Anniversary Luncheonsheldquarterly  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…