Administrative Assistant

Job Description:

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.