Position Description:

The Executive Assistant is responsible for providing executive level support to our CEO, Executive Leadership Team, volunteer Board of Directors and Supervisory Committee. This person will coordinate meetings (including logistical and travel arrangements), provide general support on matters related to organization and communication as well as perform general administrative duties. They will also work collaboratively to assist with organizational initiatives, project management, and office support.

Essential Functions:

• Executive, Board and Committee Support

• Provide administrative support (scheduling, meeting coordination and logistics, travel planning and expense reimbursement) to the CEO, assigned executives, the Board of Directors and other committees.
• Distribute materials and communicate assignments and due dates to assigned stakeholders.
• Prepares and distributes reports, packets, support materials, and presentations for CEO, assigned executives, the board of directors and committees.
• Prepares and distribute meeting minutes.
• Provides event planning and food/catering for CEO, assigned executives, the Board of Directors and committees.
• Serve as liaison for Board of Directors and committees.
• Maintain and communicate volunteer training requirements. Maintain transcripts.
• Provide administrative and software support for Level 10 meetings.
• Ensure confidentialities of sensitive information.

• Office Support and Coordination

• Assist in supply ordering and maintenance, filing, receiving visitors, and handling department mail.
• Organize all aspects for offsite conferences and external events, including catering and transportation.
• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures.
• Handle regular activities without prompting, and be prepared to advise in advance of issues or delays.
• Assist in editing spreadsheets and presentations, including printing and binding, for executive materials.
• Establishes effective working relationships with all colleagues, partners, and other internal/external entities. Maintains effective working relationships with administration, staff and departments.
• Assists with gathering and coordinating requests by internal and external auditors.
• Oversees conference room calendars.

• Special Projects and Initiatives

• Manages specific projects, assigned by the CEO or leadership team, with great attention to detail and adherence to timelines.
• Independently manages projects, including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks.

Responsibilities listed reflect general responsibilities of this position and are not to be construed as an exhaustive list of all duties. Other duties may be performed as needed.

Qualifications:

Experience, Education & Credentials:

• A 2-year college degree in Business Administration is preferred. High School Diploma required.
• Minimum of five years administrative experience, ideally supporting at the executive level. Strong preference for individuals with experience working in the financial services industry in an administrative/project management capacity.
• Have previously held independent role supporting senior executives.

Knowledge, Skills & Abilities:

• Demonstrated proficiency in technology, Microsoft Office Suite software, other software & virtual conferencing tools.
• Comfortable working with and training others to work in new technologies.
• Exceptional writing, project management, communications and interpersonal skills required.
• Outstanding problem-solving skills in appropriate areas.
• Tact and good judgment in confidential situations, and proven experience interacting with senior management.
• Excellent telephone etiquette and ability to manage competing priorities (i.e. calendar management)
• Understand the value of proactively planning ahead and anticipating the needs of the executive team you support.
• Organization and Time management – ability to organize and manage multiple competing priorities.
• Self-motivated, with the ability to manage work independently.

Competencies:

• Ethics and Values – adheres to an appropriate and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what they preach.
• Understanding Others – understands why groups do what they do; picks up the sense of the group in terms of positions, intentions and needs; what they value and how to motivate them; can predict what groups will do across different situations.
• Integrity and Trust – is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
• Listening – Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.
• Process Management – Good at figuring out the processes necessary to get things done; knows how to organized people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can’t; can simplify complex processes; gets more out of fewer resources.

Physical Demands:

• Must be able to lift up to 10 pounds.
• Requires standing and/or sitting for an extended period of time.
• Travels may be required between various CT branch locations.