Responsibilities

SUMMARY

The Executive Assistant provides highly confidential, advanced administrative support that is crucial to the organization's success for the Credit Union, Management and Board of Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

Maintains the intranet and extranet board sites; including but not limited to ALCO (Asset and Liability Committee), Mortgage CUSO (Credit Union Service Organizations), 2nd Node CUSO, Board of Directors, and Supervisory Committee with up-to-date meeting materials, policies, bylaws, upcoming conferences, director stats, message board, contact lists, calendars and passwords.

Organizes reports, presentation materials, web/phone conferencing, executive and Board meetings communications. Prepares monthly Board packets. Assists with maintaining or researching Policies and Procedures for the Board of Directors and management team.

Provide assistance and administrative support to the organization and Board of Directors, including but not limited to:

• Preparing minutes for assigned meetings
• Research
• Statistical and financial reporting
• Coordinating programs, social events, conferences, catering requests
• Some Recognition Rewards
• President’s Circle recognition program
• Travel and lodging requests
• Issuing information or invitations
• Coordinating speakers
• Monitoring event budget.

Provides support for tracking the documentation for the Vendor Contract database and due diligence process in collaboration with the Contract Owners, including but not limited to; updating appropriate systems, following up with attorneys or vendors, and data entry. Tracks timelines and provides requests of updates to key contacts as needed. Assists as central liaison for collecting and tracking documentation between third-party vendors, contract owners, and Subject Matter Experts (SME). Provide Contract Owners with the documentation and SME reviews. Assist with the annual review process with Contract Owner to request updated documentation and SME reviews of documentation for High-Risk vendors. Assists in managing requests for proposals when new solutions are considered.

Maintains the Policies database to include but not limited to; document tracking, reviewing linking documents to records, recording the history and recording of the approval and revision of a policy in Policy Archive records. Coordinates the annual policy review with the assigned manager. Provide monthly reports to Procedure Owners and managers or as needed.

Supports the Emergency Response Plan by assisting and coordinating updates, testing and tracking supplies required for each location, reviewing the plan for periodic updates.

Oversees the coordination and management of daily mail distribution and other support services for Executives, Supervisory Committee Members and Board of Directors.

Support and assist Project Owners with questions with the Project Tracking System. Create calendar reminders and serve as back-up to AVP Project Administration in reports and assist with the process.

Provides assistance to the Internal Audit department by preparing letters and research for annual external audits and administrative support for CUSOs, and Remote Operations Center.

Creates and maintains a database of executive files including auditing and scanning. Tracks timelines and provides updates and reminders as needed.

Manages and organizes events, meetings and travel for Executives, Supervisory Committee Members and Board of Directors.

Ability to adhere to occasional non-traditional office hours.

The salary range for this position starts at $56,000/yr. and is based on experience. 

Qualifications

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

• Fosters a positive culture throughout the organization. Promotes respect and harmonious relations among accounting staff and with departments throughout the organization.
• Ensures positive relationships with the branches, internal departments and external partners. Maintains a positive and caring atmosphere for members and employees consistent with the Credit Union's mission and philosophy

EDUCATION and/or EXPERIENCE

• High school diploma. Five years-related executive administrative experience is required.
• Detail oriented, excellent verbal and written communication skills, time management and prioritizing skills required.
• Building positive and strategic relationships at all organizational levels, the Executive Assistant relies on discretion, sound judgment, and a deep understanding of the organization to facilitate key activities while maintaining the highest level of confidentiality and handling sensitive information with utmost discretion. Strong organizational skills with the ability to multitask and prioritize effectively. 

OTHER KNOWLEDGE SKILLS AND ABILITIES

Strong MS Office skills. Responsible for maintaining a working knowledge of computer equipment and software required including Microsoft Word, Excel, Access, etc.

Event planning skills.

Ability to work with multiple competing priorities and deadlines.

Proven ability to communicate effectively with the Leadership Team, Board of Directors, and employees at all levels.

Promotes respect and harmonious relations with departments and branches throughout the organization.

Maintains a positive and caring atmosphere for members and employees consistent with the Credit Union's mission and philosophy.

An understanding of state and federal laws

Overview

Founded in 1937, Advancial is one of the oldest and largest credit unions in the country. We are an established and proactive full-service financial institution providing personal, convenient and advanced financial services to individuals and select group partners. Our mission is to create lasting value for our members through superior service, quality products, and innovative solutions.

At Advancial, we always strive to provide the best service and products to our members because we love what we do. We work together to build a culture that promotes a positive employee experience. We’ve been named a Best Company to Work for in Texas for nine consecutive years and a Best and Brightest Company to Work For nationally and locally because we’re serious about building fulfilling careers and not just day jobs.

We invite you to learn more about this position and what Advancial has to offer by completing our online application.

Advancial Federal Credit Union is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity PostersAdvancial Federal Credit Union participates in the Electronic Employment Verification process. Please click here for more information.If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please complete the form below. If you’d like to view a copy of the company’s affirmative action plan, please complete this form.