Title: Executive Assistant

Reports to: Chief Operating Officer

Supervises: None

Status: Non-Exempt

Objective

The Executive Assistant provides broad and complex executive administrative support to the Executive Leadership Team while also working closely with the broader Senior Leadership Team. The duties performed are often highly confidential and/or sensitive in nature. The Executive Assistant uses their own discretion as to work procedures and acts as the Executive Leadership Team’s liaison when dealing with members, staff, and outside parties.

Duties and Responsibilities

• Assumes responsibility and ensures that Executives meet commitments and deadlines; confirms that materials requested from others are received and requested actions are completed
• Acts as the point person for both internal and external contacts with little to no supervision
• Attends department leadership meetings; other meetings upon request; documents action items and follows-up on actions as required
• Maintains confidentiality and practices care when composing, organizing, and prioritizing confidential correspondence, memos, emails, phone calls, etc.
• Coordinates and manages the Executive’s calendars and travel schedules; arranges all internal/external meetings, managing the agenda and meeting notes
• Type, duplicate, and disseminate materials including meeting agendas, minutes, committee reports, and other correspondence
• Drafts responses for Executive’s review, implementing their style into all communications
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary
• Coordinates appointments, professional social events, determining priorities, both internal and external
• Sends timely follow-up requests on behalf of the Executives, helping to ensure established deadlines are met
• Maintains contact lists for outside vendors and independent parties
• Designs and produces complex documents, reports, and presentations for Executives
• Completes expense reimbursement requests
• Coordinates travel arrangements for the members of Senior Management
• Ensures that Executive Office space, including kitchenette, is stocked, and organized
• Assist with projects as needed
• Keeps Executives advised of complaints, telephone calls and letters received, while resolving these issues
• Proactive in anticipating needs and taking initiative to address any issues
• Strong attention to detail in all matters
• Ability to think critically and find solutions to unexpected challenges
• Efficiently able to manage time to meet deadlines and handle multiple tasks simultaneously
• Adaptable to changing priorities and new tasks as they arise
• Performs all duties in a manner that is fully compliant with applicable industry regulations as well as KEMBA policy and procedures
• Develop an understanding of Credit Union history, philosophy, organization, policies, and operational procedures
• On a self-direct basis, continue to improve individual level of competency through training and certification on established educational programs
• Relates to others beyond giving and receiving instructions:
  • Communicating with coworkers or peers without exhibiting behavioral extremes
  • Performs work activities requiring negotiating, instructing, supervising, persuading, and/or speaking with others
  • Responds appropriately to criticism from a supervisor
• Performs other duties as required by management

Required Qualifications

• Associate or bachelor’s degree, or equivalent education and experience
• Minimum of 5 years’ experience in an executive assistant position providing support to a senior executive in a fast-paced, dynamic environment
• Advanced knowledge of Microsoft Office software, including Word, Excel, Power Point and Outlook
• Ability to deliver complex spreadsheets, graphs, charts, and analyze statistical information
• Strong organizational skills and attention to detail
• Must value a high degree of accuracy
• Professional demeanor
• Effective written and oral communication skills
• Assertive critical thinking skills
• Ability to work well independently or as part of a team

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee is regularly required to sit; use hands to manipulate, handle, feel, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.