Administrative Assistant (Onsite)

Frontwave Credit Union•Oceanside, CA

2d•$27 - $41•Onsite

About The Position

The Administrative Assistant is responsible for performing diverse and advanced administrative duties confidential in nature and provides administrative support to the C Suite. Frontwave Credit Union is a member-owned not-for-profit financial institution serving San Diego, Riverside, San Bernardino and Imperial counties. Founded in 1952, we have grown to 18 branches with 125,000 members and manage over 1.8 billion in assets. At Frontwave Credit Union, we are focused on creating consumer solutions to provide our members and the communities we serve with products and services that enhance the quality of life for our members through exceptional service and the progressive application of technology.

Requirements

Bachelor's Degree in Business Administration, Business Management, Economics, Finance or related field or equivalent combination of education, training and experience preferred.
Minimum of 3-5 years in an Administrative Assistant capacity or other role that often communicates with Senior Level Leadership.
Ideal candidate must be comfortable utilizing a combination of software systems (including Office Excel, PowerPoint).
Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence.
Ability to manage different and conflicting objectives, projects or activities at once.
Ability and experience coordinating schedules for corporate level Executives for meetings and travel.
Ability to communicate with Executives and line management to gather/convey relevant information.
Position involves high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
Strong interpersonal, organizational, and communication skills. Attention to detail is a must.
Must be flexible with hours based on business needs.

Responsibilities

Provides a variety of administrative and staff support to the Executive Management of the credit union.
Performs a variety of administrative and clerical duties, which may include word processing, PowerPoint presentations, excel spreadsheets, meeting scheduling and preparation, internal communication, organizing electronic and paper files, processing incoming/outgoing mail and email,maintaining reports and other pertinent data.
Executes diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence for the Executives.
Anticipates the needs of the Executive and acts accordingly. Screens calls, visitors, and emails to eliminate and/or prioritize in order to maximize the Executive’s daily calendar. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Relieves management of administrative details; gathers, compiles and reports information relevant to/for the Executive.
Prepare professional presentations via various software platforms for internal and external Executive local meetings and conferences.
Answering phone calls and managing calendars. Manage and maintain inventory of supplies for the Executive Team, ensuring timely ordering and replenishment.
Prepare, attend, and document formal committee meetings, including the Risk Oversight Committee, Supervisory Committee, Budget Committee, and Credit Risk Committee.
Provide daily administrative support to internal teams to ensure efficient and successful execution of meetings and operational activities.
Creating and maintaining electronic and physical filing systems
Assisting with event planning and coordination to include meal orders and catering logistics for the Executive Team, Branch Managers, quarterly All-Staff and Leadership meetings, and other scheduled events.
Works directly with the Executive Administrator to execute any and all administrative duties, including but not expense reports, ordering supplies, food, set up for meetings.
Responsible for ordering new hire name badges and printing out name tags for offices and cubicles.
Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized.
Manage different and conflicting objectives, projects or activities at once.
Coordinates schedules for corporate level Executives.
Administrative Assistant is involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
Compose specified reports and resolutions for the monthly board packet and coordinate, prepare and distribute the packet to Board Members and Executive Team.
Assists in the coordination of the Annual Meeting.
Prepares and maintains sensitive files, corporate documents, and credit union policies and procedures.