executive assistant

This position is not eligible for immigration sponsorship.

POSITION TITLE: Executive Assistant 

DEPARTMENT: Administration

CLASSIFICATION: Non-Exempt

APPROVED BY: CEO

WAGE GRADE: 8 

WAGE RANGE: $ $27.60

REPORTING RELATIONSHIPS

POSITION REPORTS TO: Senior Executive Assistant

POSITIONS SUPERVISED: None

POSITION PURPOSE

Responsible for administrative and clerical support to the Administration Building team, designated executives, and duties as assigned by the senior executive assistant. Prepare letters, memos, documents and reports. Professionally assist and respond to team members, visitor and vendor questions and directs telephone calls and visitors. Performs and oversees specific projects and programs as assigned.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective performance of assigned administrative and clerical functions.

• Receives and screens visitors and telephone calls and either notifies team members or records and relays messages.  
• Coordinates meetings and special events, room set-up and tear-down, catering, etc. for conferences and meeting spaces at the Admin building. 
• Types, files and maintains a variety of correspondence including memos, letters, and reports.  
• Manages inventory and coordinates supplies for conference, training, facility and hosting items.
• Supports executives assigned to the EA and the senior executive assistant as requested. 
• Serves as backup to the senior executive assistant in the board liaison capacity.  

Assumes responsibility for preparing and maintaining assigned records and reports.

• Coordinates and assists Facilities, Operations, Risk and HR with Administration Building badge access and facilities tickets. 
• May tabulate, calculate, and maintain reporting documents and statistical data reporting on a regular and special basis, such as volunteer hour logs and dollars earned.
• Coordinates birthday and event celebrations at the Administration Building
• Collaborates with the Senior Executive Assistant to secure, track, retrieve and distribute parking permits.

Assumes responsibility for maintaining effective business relations with clients, vendors, and other business professionals.

• Resolves or appropriately refers questions, requests, complaints, and problems.
• Obtains and conveys information as needed.
• Promotes goodwill and conveys a positive image of the Company.
• Maintains confidentiality of sensitive Company information at all times. 

Assumes responsibility for establishing and maintaining effective working relationships with staff and with management.

• Assists other CU personnel as needed.  
• Keeps management informed of area activities and of any significant problems.

Assumes responsibility for related duties as required or assigned.

• Performs miscellaneous clerical, administrative and housekeeping tasks as needed.
• Performs special projects as assigned.
• Ensures work area is clean, secure, and well maintained.

PERFORMANCE MEASUREMENTS

• Communication is accurate, concise, and completed in a timely manner.
• Inquiries are courteously attended to. Good business relations exist with outside professionals and with customers.
• Telephone calls and visitors are courteously received. 
• Documents and reports are accurately produced and up-to-date. Files are well maintained.
• Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.
• Administrative support functions are well coordinated, directed, and efficient.
• A professional image is projected and maintained.
• Good working relationships, civility & inclusion and collaborative initiatives exist with credit union personnel.

Requirements

QUALIFICATIONS

EDUCATION/CERTIFICATION: 

• High school graduate or equivalent.  

REQUIRED KNOWLEDGE: 

• Proficiency with Microsoft Office 365, 
• Vizio and Concur are preferred

EXPERIENCE REQUIRED: 

• 5 to 7 years of administrative support required with some executive support preferred.

SKILLS/ABILITIES:  

• Proficient typing skills.
• Excellent interpersonal and public relations skills.
• Solid analytical, creative, and problem-solving abilities.
• Project management skills and well organized.
• Ability to demonstrate professionalism at all times. 
• Able to work well independently.
• Able to assist, direct, and coordinate others.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REPETITIVE MOTIONS:  

• Movements frequently and regularly required using the wrists, hands, and/or fingers.

TALKING:  

• Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

AVERAGE VISUAL ABILITIES: 

• Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery.

AVERAGE HEARING:  

• Able to hear average or normal conversations and receive ordinary information.

PHYSICAL STRENGTH:  

• Sedentary work; sitting most of the time. Exerts up to 50 lbs. of force occasionally. (Almost all office jobs.)

WORKING CONDITIONS

NONE: No hazardous or significantly unpleasant conditions (such as in a typical office).

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REASONING ABILITY: 

• Ability to deal with a variety of variables under only limited standardization.  
• Able to interpret various instructions.

MATHEMATICS ABILITY: 

• Ability to perform basic math skills, use decimals to compute ratios and percentages, and to draw and interpret graphs.

LANGUAGE ABILITY: 

• Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias.  
• Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.  
• Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation (or sign equivalent), and variation in word order using present, perfect, and future tenses.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion,