Executive Assistant - Northshore

The deadline to apply to this opportunity is November 3, 2024. Please note this is an in-office position and not eligible for remote work. 

Role: The Executive Assistant will professionally and confidentially provide administrative support to the Board of Directors, CEO, and Executive Staff, ensuring the coordination and completion of duties in support of the executive administration of the Credit Union.

Essential Functions & Responsibilities:

Prepares board and committee meeting packets, including preparing agendas, compiling board minutes, and editing documentation for formatting and accuracy.

Manages board and/or executive calendars, including scheduling board and committee meetings, prioritizing and coordinating with staff and employees, and scheduling conferences, site visits, and other business travel.

Manages board and/or executive travel logistics, including booking flights, hotels, and conferences, arranging transportation, and preparing itineraries.

Compiles and prepares reports, presentations, and documentation for strategic planning and board meetings, as assigned.

Organizes and maintains strategic documents, data, policies, procedures, and information for easy retrieval.

Tracks and reconciles expenses, manages receipts, inputs expense reimbursements into the system, monitors to ensure expenses are reimbursed, and ensures accuracy and compliance with organizational policies.

Maintains inventory list and stock levels, processes supply orders, and manages orders to budget.

Arrange and coordinate meetings, including scheduling, venue logistics, food ordering, and communication with participants.
Performs other job-related duties as required.

Experience: Three to five years of experience in office administration required, preferably supporting senior executives. Experience managing a Board portal or similar technology is preferred.

Education: Bachelor's degree in a business field, or equivalent combination of experience and education, required.

Other Skills Required: 

Proficiency in Microsoft 365, Google Workspace, Word, Excel,
PowerPoint, Outlook and Adobe Acrobat required.

Ability to adapt to and learn new technologies/systems/applications is required.

Must possess the ability to work with limited instruction, research, create and deliver reports, and interpret results.

The ability to manage small details of large events is required to ensure resources are available, risks mitigated, and events progress smoothly, is required.

Must possess excellent organizational, time management and multi-tasking skills.

Must possess knowledge of standard office administrative practices and procedures, and records management principles and practices.

Excellent written and verbal professional communication skills are required.

Strong professional writing, including excellent grammar, with the ability to proofread and edit professional documents, is required.

Must have a service-oriented mindset and flexibility in tasks.

Basic budgeting and project management skills are preferred.

Must possess timeliness and follow-through in completing tasks.

Must be able to maintain confidentiality and complete tasks in a professional manner.