Executive Assistant

The Executive Assistant is responsible for working with the President/CEO to support and advance Sun Federal’s Mission, Vision, Values, and Culture with particular emphasis on effective communication, engagement and leadership driven relationships with credit union employees, volunteers, and members. Assists the President/CEO and performs administrative duties including producing correspondence, reports, scheduling, and follow-up while maintaining confidentiality. As directed by the President/CEO, provides administrative assistance for the Senior Team and Board Chair. Works closely with and manages the Administrative Assistant. Works to maintain high employee engagement and is a cultural champion.

Essential Duties & Responsibilities

1. Provides Leadership to Administrative Team
   1. Ensures execution and development aligned with Sun Federal’s Leadership Competencies which are: Lead People, Inspire Others, Think Critically, Communicate Clearly, and Develop People.
   2. Manages the Administrative Team. Provides direction, coaching, evaluates work and appraises performance. Ensures procedures are up to date and duties are cross-trained.
   3. Provides learning opportunities and assistance to ensure efficient and effective delivery of internal member services.
   4. Facilitates State of the Team meetings for Administrative team.
   5. Responsible for Support Center reception area and front desk coverage. Coordinates additional department support as needed.
   6. Approves payroll and expenses for administrative team.
   7. Serves as primary back-up for Administrative Assistant when necessary, including Policy Pro maintenance and changes, submitting new Sponsor Groups, processing mail, submitting facilities tickets, updating Strengths grid, etc.
2. President/CEO and Senior Team Support
   1. Coordinates Senior Team, employee one-on-one, small group, and organizational wide meetings with the President/CEO.
   2. Serves as a liaison for employees and members with questions or seeking to communicate and or meet with the President/CEO.
   3. Schedules and creates annual calendars for the organization, volunteer committees and subcommittees, learning/development meetings, Senior Team meetings, Senior Team Vacation, and Link-up meetings. Prepares agendas and meeting minutes as directed by the President/CEO.
   4. Processes confidential reports and creates presentations and associated materials for the President/CEO. Ensures appropriate copies of correspondence or other documents are made, distributed, and filed for easy retrieval. Schedules and attends meetings and serves on selected committees/project teams as directed by the President/CEO.
   5. Coordinates, arranges, and manages employee and volunteer travel including conference registrations and off-sight educational sessions. Ensures and reports travel/conference related needs fall within budgets and policies.
   6. Distributes articles and newsletters as directed by the President/CEO to the Senior Team and volunteers.
3. Board & Volunteer Network Administration
   1. Acts as Recording Secretary for the Board of Directors and is responsible for maintaining electronic documents and the Chairman’s Book. Involved with all Volunteer related correspondence, travel, agendas, meeting preparation, expense reports, and necessary technology needs.
   2. Responsible for the distribution and virtual accessibility of the Board of Directors,
   3. Board related committees and Advisory Board meeting packets by mail and electronically.
   4. Prepares, distributes, and compiles results of the annual Board Self-Assessment and other surveys as needed.
   5. Administers and is responsible for Volunteer Website (site content, training and user profile, login requests, and security).
   6. Records and updates Volunteer Directory and historical timeline as needed (including email distribution lists).
   7. Orders flowers and/or memorial contributions for management team/volunteers and/or families as necessary.
4. Meeting & Event Support
   1. Coordinates Board, Advisory Board, and executive level meetings (includes securing venue, preparing agendas, room setup, audio/visual needs, food/beverages, air, and ground transportation, hotel accommodations, group travel itineraries, designs booklets, presentations and provides detailed budget. etc.).
   2. Plans and coordinates all logistics and hosts special events, meetings and dinners including Employee & Volunteer Holiday Parties, Leadership, Management and Long-Range Planning Conferences, Employee Appreciation events, board related conferences, etc. Creates budget and tracks expenses.
   3. Administers Board and Common Area rooms calendar reservations and prepares for in person and virtual meetings (including room set up, refreshments, lunches, IT/technology needs, etc.)
   4. Checks resource reservation calendars daily to ensure the conference rooms are setup and Teams unit is working properly approximately 15 minutes prior to meetings.
   5. Coordinates with Administrative Assistant and arranges monthly birthday treats for employees.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The individual must be able to successfully pass background checks.

Educations/Certification: Bachelor’s degree in business management required.

Required Knowledge: Knowledge of word processing and spreadsheet applications. Basic knowledge of Credit Union operations. Understanding of document formats, spreadsheets, and business communications. Familiar with the Business Plan process.

Experience Required: Three to five years of related experience, or in a financial institution,
required; prior supervisory experience preferred.

Skills/Abilities: Significant level of diplomacy and trust. Strong interpersonal, leadership, and supervisory skills. Strong member service skills. Able to maintain confidentiality. Displays professional leadership qualities. Excellent organizational, planning, time management and critical thinking skills. Able to coordinate well with other departments and personnel. Ability to work well under pressure. Professional appearance and attitude. Excellent presentation and communications skills. Self-directed and able to work with minimal supervision. Strong organizational abilities. Ability to operate related computer applications and other business equipment. Able to navigate multiple systems and use all related software applications. Ability to prepare and analyze reports using Microsoft Excel. Ability to handle planned or unplanned situations in a proactive, highly engaging manner.

Physical Activities and Requirements Of This Position

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

Average Hearing: Able to hear average or normal conversations and receive ordinary
information.

Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.

Physical Strength: Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally.

Working Conditions: No hazardous or significantly unpleasant conditions (such as in a typical office).

Mental Activities and Requirements

Reasoning Ability: Ability to apply logical or scientific thinking to define problems,
collect data, establish facts, and draw conclusions. Able to interpret a variety of technical instructions and can deal with multiple variables.

Mathematics Ability: Ability to compute ratio and proportion and percentage. Able to
perform very simple algebra.

Language Ability: Ability to read periodicals, journals, manuals, dictionaries, and thesauruses. Ability to prepare business letters, proposals, summaries, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style. Ability to conduct training, communicate at panel discussions and make professional presentations.

Job Description Intent & Purpose

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, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by managers as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. Job descriptions are not intended as and do not create employment contracts. Sun Federal maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

This Job Description is not a complete statement of all duties and responsibilities comprising this position.