Administrative Assistant to the CEO and Leadership Team

POSITION SUMMARY:
We are seeking a dependable, highly organized Administrative Assistant to the CEO &
Leadership Team to provide essential administrative and clerical support within a
financial institutional environment. This role focuses on day-to-day administrative
operations, calendar coordination, document preparation, and professional
communication support. The ideal candidate is meticulous, discreet, service-minded,
and comfortable working with sensitive information in a regulated industry.
This position supports the CEO & Leadership Team and credit union by ensuring
administrative tasks are handled efficiently, schedules are well organized, and
communications are managed professionally, allowing executive leadership to focus
on strategic priorities.

KEY RESPONSIBILITIES:

Administrative and Clerical Support

• Assist with preparation, formatting, and proofreading of correspondence,
  reports, presentations, and internal documents, including documentation
  monthly for the Board of Directors and Supervisory Committee.
• Assist with projects for the leadership team and other working committees,
  including reports, business proposals, and documentation.
• Handle incoming mail, emails, and phone calls for the CEO & Leadership Team
  as appropriate, routing inquiries and messages professionally.
• Provide general administrative support to the CEO & Leadership Team, including
  filing, document organization, data entry, and record maintenance.
  
  
• Manage and organize electronic and physical files in accordance with
  company policies and retention requirements.

Calendar and Meeting Coordination

• Maintain the CEO’s calendar by scheduling meetings, appointments, and
  internal check-ins.
• Coordinate logistics for meetings, including reserving conference rooms,
  preparing materials and arranging refreshments as needed.
• Prepare meeting agendas, take meeting notes when requested, and distribute
  follow-up items.
• Occasionally attend meetings outside of office hours as needed.

Communication and Coordination

• Serve as a courteous and professional point of contact between the CEO, &
  Leadership Team and internal staff, vendors, and external partners.
• Assist with drafting routine communications and announcements on behalf of
  the CEO and & Leadership Team.
• Coordinate communication flow between departments to ensure timely follow-up
  on administrative requests.

Expense and Travel Support

• Assist with processing expense reports, invoices, and reimbursements.
• Support basic travel arrangements for CEO, Leadership Team, Board of Directors, and Supervisory Committee, such as booking flights, lodging, and transportation when needed. 
• Track receipts and maintain organized expense documentation. 

Confidentiality and Compliance

• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Follow internal controls, financial regulations, and company policies related to data privacy and information security.

General Office Support

• Assist with coordination of executive level events, leadership meetings, and company functions. 
• Assist with office coordination tasks as needed. 
• Provide administrative support to other departments when requested. 

REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required. 
• 4+ years of administrative experience supporting senior leadership in a professional environment. 
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Expert in Microsoft Office with a focus on Word and PowerPoint. 
• Excellent written and verbal communication skills. 
• Proven ability to maintain confidentiality and exercise sound judgement. 

PREFERRED QUALIFICATIONS:

• Associate or bachelor's degree in business administration or related field.
• Experience working in a financial institution or regulated industry.
• Familiarity with expense reporting systems, document management systems, or scheduling software. 
• Experience Supporting executive level meetings and leadership teams. 

POSITION TYPE/EXPECTED HOURS OF WORK:

This is a full-time, on-site, position: Monday through Friday.

TRAVEL:

Some travel is expected for this role. 

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive
listing of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities, and activities may change at any time with or without notice.

EQUAL EMPLOYMENT OPPORTUNITY AND ACCOMMODATION:

It is the company’s policy to select, place, train and promote the most qualified
individuals based upon relevant factors such as work quality, attitude, and experience,
so as to provide Equal Employment Opportunity for all employees in compliance with
applicable local, state and federal laws and without regard to non-work related factors
such as race, color, religion/creed, sex, national origin, age, disability, marital status,
veteran status, pregnancy, sexual orientation, gender identity, or other protected
status. When applicable, the company’s policy of non-discrimination applies to all terms
and conditions of employment, including but not limited to, recruiting, hiring, training,
transfer, promotion, placement, layoff, compensation, termination, reduction in force,
and benefits. It is the company’s philosophy and practice to provide reasonable
accommodation, according to applicable state and federal laws, to all qualified
individuals with physical or mental disabilities.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential duties of this job. Reasonable
accommodation may be made to enable individuals with disabilities to perform the
essential functions of the job.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodation may be made available to individuals with disabilities to perform their essential duties. 

• Duties are performed in an office environment.
• The noise level is moderate. 
• Physical exertion is moderate. 

NOTEL Job descriptions are not intended and should not be construed to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with the job. They are intended to be accurate reflections of those principal job elements essential for making fair pay decisions about jobs.