Administrative Assistant

SAFE FEDERAL CREDIT UNION•Sumter, SC

1d•Onsite

About The Position

Provides advanced clerical and administrative support to the Executive Office, often handling highly confidential and sensitive information. This role requires minimal supervision and independent judgment in prioritizing tasks to ensure an efficient workflow. The Administrative Assistant will utilize computer skills for complex duties including word processing, data management, presentation graphics, email, and spreadsheet preparation. A key aspect of this role is interacting tactfully and professionally with internal and external stakeholders, including community leaders, partners, vendors, and business associates.

Requirements

Fully competent in using Microsoft Office software applications (word processing, spreadsheets, database, data entry) and Adobe Pro.
Accurately produces all documents and spreadsheets, using text, charts, graphics and other word processing skills.
Strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks efficiently.
Completes assigned tasks on schedule.
Able to work independently with minimum supervision.
Tactful and pleasant when interacting with others.
Displays professionalism in actions and appearance.
Maintains strict confidentiality of records and information.
Organized, enthusiastic, conscientious, team oriented, adaptive to change.
Must follow specific procedures to comply with the Privacy Act, Office of Foreign Assets Control (OFAC), and Bank Secrecy/Patriot Act.
Three to five years related experience in an administrative role (preferably supporting Senior Leadership or above); or equivalent combination of education and experience.
Ability to read and interpret documents.
Ability to write routine reports and business correspondence.
Ability to proof and edit written material.
Ability to effectively present information, both oral and written, and respond to questions from managers, fellow employees, and members.
Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s.
Ability to find percentages and averages.
Ability to perform calculations using units of American money and weight measurement, volume, and distance.
Ability to understand and carry out detailed and complex written or oral instructions.
Ability to operate personal computer, 10-key adding machine, laser printer, inkjet printer, photocopier, and fax machine.
Must type and transcribe at a corrected rate of 65 wpm.
Ability to work closely with others in a team-oriented environment.
Ability to organize and prioritize work independently.
Ability to multitask.
Ability to gain a firm grasp of credit union terminology and policies.
Ability to excel under pressure.
Must possess a high degree of poise and tact to represent Executive Management and the credit union in a positive manner.
Ability to handle sensitive and confidential business information.
Ability to develop and maintain effective working relationships with management personnel, board members, and co-workers.
Employee is subject to extended periods of sitting.
Employee is frequently required to reach with hands and arms.
Employee is occasionally required to stand and walk.
Employee must occasionally lift and/or move up to 50 pounds.
Occasional need to use complex numeric calculations, reasoning abilities, and analyzing.
Frequent need to use problem solving, basic numeric calculations, be accurate, resourceful and creative.
Continuous need to use writing and reading ability and show initiative.

Nice To Haves

Financial Institution experience preferred.
Assists with Board members’ travel in the absence of the Executive Assistant.
Produces written minutes in the absence of the Executive Assistant.
Cross-trained in essential duties of Executive Assistant to provide backup in this area.

Responsibilities

Greets and screens visitors, presenting a positive and professional image.
Produces high-quality written correspondence within tight deadlines.
Compiles, produces, and prepares monthly, annual, and periodic management reports using various office software applications.
Reviews project status and monitors progress and timely submission of tasks.
Answers phones, directs calls, takes messages, and provides information.
Screens, sorts, and distributes mail and incoming documents.
Responds to correspondence and memos in writing or by telephone.
Maintains credit union policies and annual policy review schedule.
Reviews and reconciles monthly corporate credit card statements and miscellaneous invoices.
Coordinates conferences and travel accommodations for employees and assists with Board members' travel in the absence of the Executive Assistant.
Reviews conference-related travel expenses in SAP Concur and forwards for approval.
Tracks employee-related travel expenses in spreadsheets for budgeting.
Orders and maintains departmental supplies and coordinates care/maintenance of departmental equipment.
Faxes, scans, and copies documents as requested.
Makes arrangements for special meetings, including reserving rooms, ordering food, and arranging equipment.
Prepares and distributes monthly preliminary board meeting agenda and assists in preparing the monthly board package in OnBoard.
Attends SLT meetings, records minutes, and sends calendar invitations.
Assists in agenda and presentation preparation and distribution.
Attends monthly Board of Director Meetings, quarterly Member Advisory Board Meetings, and Board Committee Meetings and produces written minutes in the absence of the Executive Assistant.
Prepares emails and tracks Employee Anniversary Luncheons.
Schedules monthly New Hire Luncheons.
Coordinates and plans credit union related events.
Handles employee-related functions such as birthday card mailings, floral arrangements, business card orders, employee drawings, and name badge orders.
Completes assigned departmental projects.
Cross-trained in essential duties of Executive Assistant to provide backup.
Performs other duties as assigned.