Executive Assistant

APGFCU - Your Community Credit Union! For over 80 years, APGFCU has shared our financial experience and provided valuable products and services to build stability and financial independence, one member at a time.We are looking for those who want to join this movement and become a part of a growing organization.We offer competitive pay and great benefits.
Summary:
Under the general direction and supervision of the Chief Administration Officer, this position provides high-level support for a wide range of complex duties, requiring a high degree of confidentiality, communication, and independent judgement.Synthesizes information from various sources enabling the executive team to make key strategic decisions in a timely manner.Manages a variety of special projects to ensure results advance in the strategic direction. Represents the executive office in harmony with our mission, vision, and values.
Essential Duties and Responsibilities:
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.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• 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.

• Provides expert support to the Executive Assistant to the CEO, serving as backup as needed to ensure smoothness and efficiency of department operations.
• 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.
• Works with various departments to ensure coordination of efforts across the credit union.
• On a corporate-wide basis, works with various departments to ensure flower / memorial donations, holiday card distribution, and the like are conducted in accordance with established policies and procedures.

Board of Directors:

• Ensures smooth execution of the monthly board meeting to include pre-meeting preparation, technical support and back-up meeting notes during, and coordination of the leadership meeting post board meeting.
• Maintains expert knowledge of the electronic board package software / application, and facilitates on-site and remote meeting participation, ensuring overall meeting readiness.
• Prepares the monthly leaders' package from the board meeting materials.
• Maintains the index of board meeting articles for ease of reference and retrieval. Supports executives with preparation for board of director committee meetings.

Production and Archiving:

• Oversees production, editing, content coordination, data collection and archiving of routine projects. Examples include the Compensation and Benefits Package; Capital Budget; Strategic Plan; Year in Review; third party annual audits; Fiduciary Meeting materials and government examinations.
• Works as a liaison with marketing, human resources and the executive department to ensure smooth execution of corporate-wide and board-related events, projects.

Social Responsibility:

• Promotes the credit union movement to contribute to the well-being of the community.
• Serves as a liaison to assigned charitable organizations, such as the Boys & Girls Club, 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 and collecting staff contributions.
• Distributes allocated funds to branches and departments for holiday luncheons.
• Coordinates corporate wide events.

Budgeting and Process Improvement:

• Develop and manage annual budget for credit union events and employee specialty items.
• Identifies and recommends opportunities for improvement, and takes action within scope of authority.

Professional Development:

• Continually reviews journals, articles, publications, and other material to be apprised of regulatory changes pertaining to the corporate office.
• Maintain knowledge and proficiency in the area of expertise by attending appropriate seminars / conferences and reviewing professional literature.

Additional:Responsible for completion of applicable training and compliance on federal regulations and APGFCU policies and procedures as related to the duties of this position (Bank Secrecy Act, Information Security as examples, if applicable).
Other:Perform other related duties as assigned.
Qualifications:
Education:Equivalent to an associate degree, plus two years specialized training in automated secretarial and business practices.Four year degree preferred.Must have thorough knowledge of grammar, spelling, punctuation, and English composition.
Experience:Ten years of administrative experience including a minimum of five 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.Must be proficient with personal computer operations.Must have expert knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentations.
Knowledge, Skills and Abilities:

• Demonstrated understanding of business protocol.
• Reliable self-starter with the ability to anticipate needs and perform the duties of the position in a patient and pleasant manner.
• 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.
• Technical skills associated with this position include:proficiency with personal computers, office software applications; and varied presentation equipment.
• 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

Work Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.The noise level in the work environment is usually moderate.
Physical Demands:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.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.While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.The employee frequently is required to reach with hands and arms.The employee is occasionally required to stand, walk, stoop, or kneel.The employee must occasionally lift and/or move up to 25 lbs.Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.
APGFCU is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability to Protected Veteran status. Please use the attached link to view the EEO law poster http://www1.eeoc.gov/employers/poster.cfm
APGFCU is committed to working with and providing reasonable accommodations to persons of all abilities, including persons with disabilities.If you need a reasonable accommodation for any part of the employment process, please send to the Human Resources Department and let us know the nature of your request and your contact information. Reasonable accommodations are considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodations will be responded to from this e-mail address.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)