Executive Assistant - #25-11

Position: Executive Assistant

Status: Exempt/Salaried

Competitive pay plus company paid Employee medical, dental, vision, long term disability, life insurance at 2 x annual salary, and EAP effective the first of the month after hire date. 401(k) company match, made each pay period beginning first of the month after 90-days of employment, paid sick leave, vacation and holidays.

Executive Assistant is a seasoned level position and is designed to support the CEO and the Leadership Team which includes Chief Financial Officer, Chief Credit Officer, Chief Information Officer, HR Manager & Chief Banking Officer. It differs from Administrative Assistant by the scope, level of responsibility, and confidentiality of work assignments that can affect sensitive/delicate operations of the Association.

Administrative Support: Oversees/performs administrative tasks and projects.

• Compiles management reports, attends to administrative details, composes and drafts correspondence as needed and requested.
• Take and transcribe minutes of all executive, ALCO and project meetings.
• Make arrangements for meetings with management employees, Regulators etc. Ensures necessary materials are prepared and distributed before meeting time.
• Makes travel arrangements for Leadership team as needed.
• Keeps associated offices and conference rooms neat, stocked with supplies/ equipment, etc.
• Responsible for updating and distributing applicable current policies and retention of old policies, procedures, regulatory information, market trend information, etc.
• Coordinate delivery of materials to legal counsel as needed.
• Assist with updating and reporting progress on the Strategic Plan for the Association.
• Project management: able to function as lead on Association and inter Department projects.
• Support Department Head managers by performing administrative tasks as assigned.
• Will take and transcribe minutes for the ALCO, Manager and Supervisor meetings. May be asked to take minutes at other meetings as needed. Ensure meetings run smoothly in terms of room set-up, receiving guests, refreshments, ensuring equipment needed is available, etc.
• May use dictation skills or decipher/transfer drafts into Microsoft Office software products; maintain files and office supplies.

Special Projects: Performs administrative tasks related to special projects.

• In conjunction with HR Director, assist in the coordination of staff celebrations and recognition activities such as distribution of work anniversary cards and planning of milestone celebrations, distribution of staff birthday cards, and ordering flowers for special occasions and gifts as requested. Orders/prints name plates and badges.
• Is responsible for arranging the annual association and all staff meetings including room preparation, AV, collecting materials and planning meals if needed.
• Maintain retention of corporate files.
• Maintain inventory of corporate contracts including expiration and notice period dates and communicate approaching renewal dates with appropriate Leadership Team member.
• Audits & Examinations: Coordinate collection, tracking and delivery of various audit materials.
• Other projects as assigned.

Board of Director Activities: Performs various tasks to ensure smooth operations of Board and Board Committee operations.

• Coordinate meeting reservations and lunch orders for all Board and Committee meetings.
• Take and transcribe minutes of board & board committee meetings.
• Collect board report materials and prepare e-books and hard copies, archive related materials per retention guidelines.
• Prepare manager level materials following monthly board meetings.
• Maintain security of all corporate documents (contracts, board minutes, regulatory examinations, insurance binders etc.).

Minimum Job Requirements:

• A., B.A. or B.S. degree in Business Administration preferred; and a minimum of five years of senior level office administration experience required.
• Ability to manage highly confidential information.
• Effective writing skills.
• Ability to operate various office equipment including personal computer, printers, copy machine, etc.
• Advanced level Microsoft Word, PowerPoint, Excel & Outlook required. Microsoft Publisher or Visio desired.
• Demonstrated effective time management and organizational skills and the ability to work independently on high level tasks.
• Effective interpersonal skills to relate to a variety of managers, executives, directors, customers, and employees; public relations skills; tact, diplomacy, and patience.
• Ability to use good judgment, make appropriate decisions and work independently.
• Ability to work on several projects simultaneously and with a variety of employees, managers, executives, etc. Ability to work under pressure with constant interruptions.
• Valid state driver's license and proof of automobile insurance.
• Ability to meet bonding requirements for employment purposes.

Applications: Applications for employment are available online at First Federal at http://www.firstfedmcm.com/home/about/careers

Deadline for Application: Position will remain open until filled.

First Federal is an Equal Opportunity Employer-Vets/Disabled, committed to a diverse workforce. First Federal participates in the Federal E-Verify Program. If you need assistance with completion of an application for employment, please contact Human Resources Department at 503-435-3241.

Pre-Employment Requirements: This position will have access to cash, financial instruments, financial transactions or confidential customer financial information. As a result, the following pre-employment screens are required:

• Pre-employment drug screen - excluding Marijuana


• Criminal background screen


• Consumer credit report


• DMV record search

Salary : $4,000 - $5,200