Executive Assistant to the CEO

Department: Administration

FLSA: Exempt

EEO: Administrative Worker

Salary Grade: 10

Salary Range: $62,400 - $89,834

People Vision: Our people create an environment that produces genuine empathy and feelings of care and concern for a better future and personal well-being to make us the only choice in the communities we serve… “Changing lives, because we care.”

POSITION PURPOSE

Highly energetic, people focused, detailed oriented individual that provides extraordinary executive administrative support to CEO, the Board of Directors and the Supervisory Committee. In addition, the EA will support the Human Resources department with projects. Must be able to prepare professional correspondence and manage the board of directors’ events and meetings. The Executive Assistant will be the first point of contact for external telephone or email requests to CEO. Must be able to discern and appropriately prioritize requests, assembles and maintains statistical data, accurate files, observe protocols surrounding corporate and operational policies and procedures. Performs and oversees specific projects and programs as assigned.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Provides communication to the CEO including telephone calls and email messages and provides assistance exercising independent judgment to determine priority, facilitate communication with management, the Supervisory Committee, and the Board of Directors.

Must be a trusted and confidential member of the team. Able to discern and maintain highly confidential business strategies, as well as business and personal information regarding Officers, Board of Directors and Supervisory Committee members and co-workers.

Creates and assembles a variety of documents including memos, letters, and reports and transcribes minutes of board meetings.

Independently responds to letters and general correspondence of a routine nature and files correspondence, memos, records, and reports.

Coordinates staff, Supervisory Committee, and Board of Director meetings; orders food, beverages, confirms speakers and IT support.

Maintains appointment schedule and calendar for the CEO; arranges meetings and conferences.

Coordinates travel arrangements and reservations for the CEO, the Supervisory Committee, and the Board of Directors.

Provides follow up to assignments given to management by the CEO; provides status reports to the CEO.

Prepares expense reimbursements in a timely manner.

Assembles, tabulates, calculates, and maintains reporting and statistical data on a regular and special basis.

Acts as recording secretary for Board of Directors, Supervisory Committee, Senior Management, Management Team, and staff meetings.

Tracks Board Approved Policies for annual review by the Board.

Plans and prepares for the Annual Meeting in accordance with the annual timeline; agenda, minutes, food, script. Attends as recording secretary.

Plans and prepares for Annual Strategic Planning Session with the Board and Supervisory Committee; assist the speaker in preparing the agenda and materials, orders food, confirms technology is functioning. Attends as recording secretary.

Creates plan for 4-H and FFA sponsorships, collects letters from students, and organizes sponsorships for each student.

Organizes around NCUA requests and ensures all requests are met on time. Submits all requested items to the NCUA portal and provides them with ongoing requested information in secure manner once on-site.

Schedules and coordinates updating of Board Photos on as needed basis.

Orders the Butterball Gift Checks (for staff, Board, Supervisory Committee, and IVC Food Pantry), Honey Baked Hams (for Board and Supervisory Committee), and Christmas Gifts (for Board and Supervisory Committee) annually.

“People Focused” and a champion for the Credit Union internally as well as within our community.

QUALIFICATIONS

Education/Certification: BA in Business or other related field preferred.

Required Knowledge: High level of proficiency in the use of Microsoft Office programs including Word, Excel, PowerPoint, and Outlook.

Experience Required: Five or more years of office administrative experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Skills/Abilities: Proficient typing skills.

Excellent interpersonal and public relations skills.

Solid analytical, creative, and problem-solving abilities.

Project management skills and well organized.

Able to work independently with little oversight.

Mathematics Ability: Ability to perform very basic math skills including adding, subtracting, multiplying, and dividing two digit numbers; the four basic arithmetic operations with money; operations with units such as inch, foot, yard; ounce, and pound (or their metric counterparts).

Language Ability: Ability to write complex sentences using proper punctuation, adjectives, and adverbs.

Ability to communicate in complex sentences using normal word order with present and past tenses and good vocabulary.