Executive Assistant

Job Description

Job Description

Summary of Role : Responsible for supporting the President & CEO; This role will coordinate and manage executive scheduling, prepare and organize important legal and strategic materials and plans, support board meetings and the preparation of board materials.

This role serves as the eyes and ears for the CEO, connecting organizations, projects, and critical business information to the CEO, ensuring meetings and materials are well-organized and impactful, while serving as a trusted partner in advancing the legal priorities of the business.

The incumbent is expected to Manage highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Es sential Duties and Responsibilities

• Work directly with the CEO to support all aspects of the daily work routine.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.

Exercise discretion in committing time and evaluating needs

• Serve as a liaison between the CEO, Executive Leadership Team (ELT), Team Members, membership and vendors. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Provide coordination, monitoring, and communication of projects and programs managed by the ELT and Team.
• Serve as a primary point of contact between the CEO, ELT and project teams, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Assist the CEO in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, faxing, mail / overnight packages, copying, filing, and email / messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Perform specialized and confidential administrative duties to President & CEO to support Board of Directors, Supervisory Committee and Executive Leaders as directed.
• Provide support and communication to the Board of Directors, President / CEO and ELT to include research, correspondence, scheduling, maintaining confidential matters and support of strategic planning efforts.
• Act as liaison to the Board of Directors to include scheduling, maintaining records, organizing monthly Board and ALCO / Finance meetings including Security Committee and Foundation Board meetings by preparing agendas, taking minutes and preparation of meeting packets to include organizing and distribution.
• Coordinate Board of Directors, Supervisory Committee and ELT annual regulatory training, educational notifications and registrations including any travel related arrangements to include tracking of same.
• Maintain and update management system to ensure compliance with the vendor management policy and timely notification to the vendors at time of rebidding or contract cancellations.
• Responsible for maintaining and revising the Credit Union’s Master Policy List. This includes updating, revisions and preparing the annual policy review for the Board of Directors’ approval.
• Coordinate, plan and manage the Annual Board of Directors’ Planning Session.
• Maintains records for the Board of Directors Annual Elections.
• Maintain and track member correspondence and member complaints in a professional manner including the Supervisory Committee and OFR / NCUA / CFPB correspondence when applicable.
• Facilitates and gathers documents for the annual OFR / NCUA Examination and assists in the annual financial audit and / or other periodic audits.
• Perform other project-related duties for Executive Management including creating reports, dictation, maintaining central administrative files, etc.
• Coordinate travel arrangements, prepare itineraries, and per diems per policy to Board Members, ELT and Team Members on an as needed basis.
• Promotes honest and open communication throughout the credit union but maintains confidentiality of Board and ELT related matters.
• Demonstrate behaviors that are consistent with the credit union’s values, philosophies, and leadership characteristics.
• Work with other Credit Union departments to ensure the workflow or process provides the best service to the members.
• Works closely with the facilities team to relay important information for repair needs.
• Support the Credit Union's culture of compliance by understanding and complying with all federal and state regulations, including the Bank Secrecy Act and OFAC as applicable, including but not limited to adherence with BSA / AML and OFAC policies and procedures regarding large currency transactions, monetary instruments, wire transfers, member identification, OFAC screening, the completion of training, and reporting suspicious activity to the BSA Officer.
• Other duties as assigned

Education, Skills, and Abilities Required

• Bachelor’s degree preferred.
• Minimum of three years’ prior experience in supporting a senior executive or team.
• Prior Credit Union or Financial Institution experience preferred but not required.

Basic Skills

This example shows the kind of skills, qualifications and background that are often required for an executive assistant.

• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) and CHAT GPT, Digitally Savvy.
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Exceptional communications skills, the ability to pay attention to detail.
• Superior editing and writing skills. Well-spoken and professional.
• Required to have exemplary time management skills and the ability to identify and anticipate the CEO’s needs.

Abilities

Interact seamlessly with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and leaders that report to the CEO.

Additional Requirements

• Knowledge and execution of Robert’s Rules of Order.
• AI proficient preferred and / or course work in AI for Executive Assistants.

Job Type : Full Time / Working Onsite

• Salary : Based on experience and qualifications.
• Benefits :
• Medical insurance
• Dental insurance
• Vision insurance
• Paid Life insurance
• 401(k) with company match
• Paid time off
• 11 Paid holidays
• Employee discounts
• Tuition Reimbursement Program
• Professional Counseling & Family Support
• Additional benefits

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty with or without accommodation.

The requirements listed above are representative of the knowledge, skill, physical demands and / or ability necessary to achieve success in this role.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Link : Accommodations U.

S. Department of Labor (dol.gov)

Physical Demands and Working Conditions

Physical Functions :

This is primarily a sedentary role; however, some filing is required. This open filing cabinets and occasionally bend or stand as necessary.

Working Environment :

Normal climate-controlled office setting with moderate noise .

Orlando Credit Union is an Equal Opportunity Employer

Orlando Credit Union is an equal opportunity employer. OCU prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.