What are the responsibilities and job description for the Executive Administrative Assistant position at Spero Financial Federal Credit Union?
Role
The Executive Administrative Assistant provides Executive-level administrative support to the entire Executive Leadership Team. Serves as the primary point of contact for staff on matters pertaining to executive operations. Proactively anticipates executive needs—from calendar management and document preparation to personal requests and task coordination—ensuring executives can focus on strategic priorities. Demonstrates assertiveness in helping the Executive Leadership Team meet deadlines and accomplish priorities by coordinating across the organization.
Major Duties and Responsibilities
- Provides comprehensive administrative and technical support for the Executive Leadership Team including: Using advanced computer software and collaboration tools to prepare reports, memos, presentations, and correspondence; proactively managing executives' calendars with scheduling recommendations based on priorities and meeting patterns; coordinating and scheduling executive team meetings, internal leadership meetings, and external engagements; preparing meeting materials, agendas, minutes, and follow-up documentation; handling travel arrangements, conference registrations, and expense management; organizing executive functions including board meetings, training sessions, and special events; greeting visitors, processing personal requests (dry cleaning, errands, special arrangements) as assigned; attending meetings on behalf of executives when the purpose is informational sharing and no executive decisions are required, then reporting back key information. Proactively prepares documents, briefings, and materials executives will need for upcoming meetings. Demonstrates assertiveness in following up with internal teams to ensure deadlines are met and executive priorities are delivered.
- Communications and Information Management: May be assigned to manage executive's inbox, screening and prioritizing incoming emails and communications to determine significance and route accordingly. Always maintains confidential communication protocols; evaluates and categorizes mail for the executive team; manages information flow to optimize executive awareness and decision-making.
- Updates, formats and distributes credit union policies to relevant staff members. Works with the Executive Leadership Team to coordinate maintenance and dissemination of policies. Ensures policy changes are communicated appropriately across the organization.
- Procures supplies and materials for executive offices and branches/departments as requested and maintains adequate inventory. Meets with vendors as needed; evaluates vendors for cost efficiency, product quality, and reliability.
- Performs other job-related duties as assigned.
Knowledge and Skills
Experience: Five to ten years of similar or related experience
Education/Certifications/Licenses: Two-year college degree or completion of a specialized course of study at a business school
Interpersonal Skills: Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization. Must demonstrate professional courtesy, relationship-building skills, and appropriate gatekeeping of executive time when interacting with Board members, community leaders, business partners, staff at all levels, and the public.
Other Skills
- Technology Proficiency: must maintain proficiency in modern productivity and collaboration tools including:
- Email amp; Calendar Systems: Microsoft Outlook with advanced calendar management, delegation, and scheduling features
- Video Conferencing: Microsoft Teams and WebEx including meeting setup, recording, participant management, and troubleshooting
- Document amp; Project Management: Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with file sharing and document management systems
- Artificial Intelligence Tools: Comfort learning and utilizing AI tools for drafting, research, summarization, and productivity enhancement
- Communication Platforms: Slack, email systems, and other internal communication tools
- Additional Systems: Ability to quickly learn and adapt to new software and platforms as organizational needs evolve Proactively identifies opportunities to use technology and automation to streamline processes and increase productivity.
- Assertiveness amp; Initiative: Must proactively identify tasks requiring action, follow up persistently to ensure completion, and take ownership of project outcomes. Must be comfortable advocating for executive priorities and assertively coordinating across departments to meet deadlines. Must take initiative to prepare needed materials and make calendar recommendations without waiting for direction.
- Stress Management: Must be able to perform responsibilities with composure under the stress of deadlines and requirements for extreme accuracy, quality, and fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities.
- Discretion: Must be capable of exercising the highest level of discretion on confidential matters, including sensitive executive communications, strategic initiatives, and personnel matters. Must maintain absolute confidentiality regarding board-related discussions, compensation information, and sensitive organizational matters.
Maintain knowledge with training in BSA Compliance - every staff member is required to uphold the credit union’s compliance with the Bank Secrecy Act (BSA), Customer Identification Program (CIP), Office of Foreign Assets Control (OFAC) and Anti-Money Laundering (AML) policies and procedures. This includes required BSA reporting. Specific functions such as tellers and front-line staff within Spero Financial will take into consideration the awareness of unusual or suspicious activity that is relevant to the department and report such activity. In addition to any other assigned training courses, BSA, CIP, OFAC and AML related courses must be completed at least annually, as made available by the Training and/or Compliance Departments. Required to maintain comprehensive knowledge of the Bank Secrecy Act, Customer Identification Program, USA Patriot Act, and Office of Foreign Assets Control requirements. Comply with all Spero policies and procedures to ensure compliance with such regulations.
Salary : $60 - $70