Description

The Executive Administrative Assistant reports directly to the VP of Corporate Administration and provides high level administrative support for a wide range of complex duties, requiring a high degree of confidentiality, communication, and independent judgement. Represents the executive office serving as liaison between the Credit Union Team and the Board of Directors. 

Essential Functions 

Executive Department:

• Provides high-level administrative support and assistance to the executive team. 
• Performs clerical and administrative tasks including drafting meeting minutes, letters, memos, invoices, reports, and the like. 
• Maintains records and oversight of action items, tracking assignments to ensure timely responses. Schedules and attends meetings on behalf of executives, taking notes and recording minutes. 
• Uses expert technical skill to automate tasks on an ongoing basis. As directed and needed, assists with special projects, such as legal paperwork, confidential documents, and the like.
• Maintains expert knowledge of the electronic board package software/application, and facilitates on-site and remote meeting participation, ensuring overall meeting readiness. 

Administrative: 

• Coordinates overall administrative activities for the executive department, such as maintaining the department calendar, report preparation, visitor greeting, meeting support, mail distribution, office supply inventory, and general repairs in accordance with policies and budgetary restrictions.
• Coordinates with facilities and vendors for the maintenance of departmental equipment (e.g. copier, refrigerator, and the like) to ensure all equipment is in good working order and readily available. 
• On a corporate-wide basis, works with various departments to ensure flower / memorial donations, birthday and holiday card distribution, and the like are conducted in accordance with established policies and procedures. 
• Maintains contact lists for outside vendors and independent parties. 
• Completes expense reimbursement requests. 
• Serves as a Notary. 

Board of Directors: 

• Ensures smooth execution of the monthly board meeting to include pre-meeting preparation, technical support and meeting notes during meeting. DOVER FEDERAL CREDIT UNION POSITION DESCRIPTION Public 
• Maintains expert knowledge of the electronic board package software / application, and facilitates on-site and remote meeting participation, ensuring overall meeting readiness. 
• Prepares the weekly leadership meeting packages. 
• Maintains the index of board meeting articles for ease of reference and retrieval.
• Supports executives with preparation for board of director committee meetings. 
• Maintains Board and Supervisory Committee subscriptions and memberships, as well as other necessary subscriptions for Credit Union.

Production and Archiving: 

• Oversees production, editing, content coordination, data collection and archiving of routine projects. Examples include the Strategic Plan; Annual Report. 
• Works as a liaison with marketing, human resources, facilities, and the executive department to ensure smooth execution of corporate-wide and board-related events, projects.

Social Responsibility:

• Serves as a liaison to assigned local charitable organizations and to staff attending local leadership academies. 
• Serves as a representative of the credit union in the community for various fundraising events. 
• Coordinates fundraising efforts, annual holiday drives, organizing along with marketing department.
• Coordinates with marketing to support corporate wide events. 

NOTE: The list of essential functions is not exhaustive and may be supplemented as deemed necessary. 

Requirements

• Equivalent to high school diploma. 
• Minimum of eight (8) years of administrative experience including a minimum of five (5) years of event planning and secretarial/administrative service working and coordinating activities for multiple managers, at the executive level, preferably with experience working with a board of directors. 
• Excellent communication, editing, and analytical skills are required. 
• Must have excellent attention to detail and the ability to handle situations with tact and diplomacy. 
• Must have thorough knowledge of grammar, spelling, punctuation, and English composition. 
• Must have expert knowledge of a variety of computer software applications in MSWord, Excel, PowerPoint, Adobe, SharePoint and Microsoft Outlook
• Demonstrated understanding of business protocol. 
• Reliable self-starter with the ability to anticipate needs. 
• Discreet and tactful with the ability to handle confidential situations and information with diplomacy and to respond professionally and calmly in the face of changing requirements. Must be flexible and able to work under deadline pressure while handling priorities at a rapid pace.
• Accurately and quickly record and transcribe meeting notes. 
• Act as appropriate representative of the credit union; demonstrate and practice proper business etiquette; handle all aspects of event planning and host events and guests in a gracious manner. 
• Demonstrated competency in member and customer focus; teamwork; communication; solving problems; and producing the required quality and quantity of work. 
• This position requires occasional evenings and weekends with availability to work unscheduled overtime as needed. Also required is the ability to obtain and transport meeting supplies and refreshments; inspect and select event venues; and provide coverage before, during and after events. 
• Excellent writing, editing, proofreading and speaking skills required.
• Good interpersonal and relationship-building skills to work with various departments. Confidence in dealing with executive leadership.

PHYSICAL REQUIREMENTS:

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

While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear. The employee is occasionally required to stand, walk, bend, kneel, and reach above or at shoulder level. The employee must occasionally lift/push/pull and/or carries up to 25 pounds.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.