Executive Office Administrator

What You’ll Do:

Perform diverse administrative duties, encompassing:

• Scheduling and Calendar Management for President/CEO, prioritizing tasks, troubleshooting conflicts, and offering recommendations for seamless daily operations.
• Maintain close communication with the CEO, keeping them informed of upcoming commitments, proactively anticipating needs, and providing updates on relevant issues in the environment.
• Communication Management to include screening and directing calls, drafting and delivering correspondence, sending appropriate meeting reminders and communication.
• Maintain organized filing systems (digital and physical) for executive level, Board level and corporate documents, to include Board portal; ensuring ease of access and accuracy.
• Prepares and monitors Executive Office budgets and contracts; ensuring adherence to outlined budget limits and contract terms.
• Serve as the primary liaison for internal and external stakeholders regarding CEO-related matters, handling confidential and critical issues with discretion and alignment with organizational policies.
• Complete Executive Office Administrative tasks; providing assistance to Executive Office Assistant as needed.
• Extend hospitality to visitors, ensuring a welcoming atmosphere and assisting in creating a positive experience for all guests.
• Assisting with special projects, as assigned by the CEO or Executive Vice President

Support Credit Union Governance activities:

• Organize, plan, coordinate agenda and schedule meetings for Board and Board Committees.
• Coordinate with Management to prepare and distribute meeting materials.
• Serve as recording Secretary for Board level meetings, preparing meeting minutes with a high regard for accuracy.
• Maintain bylaws and policies, ensuring adherence to governance standards and regulations; facilitating regular reviews of corresponding documents.
• Assist with Annual Meeting, Board elections, onboarding of new Volunteers
• Serve as liaison between volunteers and management

Manage Volunteer and Senior Leadership Travel:

• Completes travel arrangements for Volunteers and Senior Leadership Team, as needed, to include travel, accommodations, meals and registration.
• Verifies accuracy and policy adherence of travel vouchers, obtaining appropriate approval and submitting to Accounting for payment.

Plan and Execute Staff and Board/Volunteer Meetings, Events and Retreats:

• Coordinate Leadership Team and Board level meetings and retreats; compiling meeting materials and presentations; planning and executing meeting logistics to include transportation, lodging, meeting rooms, meals and entertainment.
• Track and ensure action items from meetings are executed in a timely manner.
• Manages company events, in coordination with Executive office Assistant, hosted by the President/CEO and/or Executive Office

What You Can Expect:

• We are proud to be an equal opportunity employer and are committed to fostering an inclusive workplace. We welcome applicants of all backgrounds and identities and do not discriminate based on any protected characteristic under applicable law.

Benefits and Perks

• Employer-Paid Benefits:
• Health Insurance (only employee premium paid)
• Short- and Long-Term Disability
• Life Insurance and AD&D
• Benefits:
• Dental & Vision Insurance
• Health Care and Dependent Care Flex Spending Accounts
• 401K Plan with match (based on length of employment)
• Perks:
• Generous paid time off- Earn over 4 weeks of PTO during your first year of employment
• Holidays- 11 observed holidays in addition to paid time off
• Tuition reimbursement- Up to $5000 per year
• Performance based Incentive program

Requirements

What You Need To Succeed:

Job Education and Experience Required:

• Highschool Diploma or equivalent.
• Proven experience (3+ years) as an executive assistant or administrative professional supporting C-suite executives in a fast-paced environment

Knowledge and Job Performance Requirements:

• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong written and verbal communication skills, with a keen attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Discretion and professionalism in handling confidential information and sensitive matters.
• Ability to work independently with minimal supervision and exercise sound judgment in decision-making.
• Flexibility and adaptability to changing priorities and dynamic work environments.
• Positive attitude, proactive mindset, and willingness to take on new challenges.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, employees are regularly required to sit, stand, and walk; use hands and fingers to handle or feel; reach with hands and arms; talk and hear.
• Must be able to lift and carry up to 20 pounds.
• Vision requirements include close and classroom vision.
• Occasionally required to travel by automobile.