Board Liaison & Executive Assistant

Abri Credit Union•Romeoville, IL

21h•Onsite

About The Position

As our Board Liaison & Executive Assistant, you will be responsible for word processing and spreadsheets for Board members, Senior Management Team, and President & CEO. You will handle major document preparation projects, coordinating, photocopying, collating, and distributing for these groups. You will prepare monthly Board reports and coordinate distribution and receipt of materials by Board members. You will maintain the master records of corporate documents, Corporate Policy Manual, Board Committee and Board materials. You will track education events for Board and assist the Board Education and Development Committee as needed. You will conduct courtesy reminder calls or e-mails to individual Directors to remind them of scheduled meetings. You will call out-of-town directors to schedule attendance at committee and board meetings and supply them with needed materials. You will schedule the board conference room for monthly and special Board and Committee meetings. You will attend Board and Committee meetings and draft meeting minutes to be reviewed by the appropriate Committee Chair and President/CEO prior to distribution. You will work as liaison with the Nominating Committee with meetings, advertising, promotion, and mailings in conjunction with the election of directors. You will stay current with policies for travel reimbursement and assure that reimbursements are made as authorized. You will update, duplicate, and distribute the ACU Corporate Policy manual, ByLaws, Rules and Regulations, American Share Insurance letters, and other materials as required to appropriate staff, auditors, and Board members. You will process and file confidential reports, records, and documents. You will handle signature updates for all banks, brokers, other financial institutions, and Illinois Department of Financial & Professional Regulation (IDFPR) as needed. You will handle bylaw changes and other approvals from the IDFPR. You will organize the annual meeting of the membership including annual meeting reports and work with the Marketing department on member RSVPs. You will update the Strategic Business Plan and keep a history of updates. You will organize and assist with planning all-staff meetings and What's Up Wednesday meetings. You will update the organizational chart as needed. You will actively participate in industry networks to bring innovative ideas to the credit union. You will handle billing and invoices for the President & CEO as directed. You will assist Human Resources and Training as needed.

Requirements

Minimum of 3 years secretarial or administrative experience
High School Graduate
Proficient in Adobe Acrobat & Microsoft Office (Outlook, Word, Excel, and PowerPoint) including the ability to create documents, presentations, and spreadsheets from either templates or scratch, and scheduling using outlook
Exceptional interpersonal skills, communication, attention to detail, prioritization, and time management
Must have Notary or ability to obtain
High ethical standards, ability to handle confidential data, exhibit initiative, work well independently, and exercise sound judgement
Supporting C-Level Executives and administrative experience in a financial institution

Responsibilities

Word processing and spreadsheets for Board members, Senior Management Team, and President & CEO
Handling major document preparation projects, coordinating, photocopying, collating, and distributing for these groups
Preparing monthly Board reports and coordinates distribution and receipt of materials by Board members
Maintaining the master records of corporate documents, Corporate Policy Manual, Board Committee and Board materials
Tracking education events for Board and assisting Board Education and Development Committee as needed
Conducting courtesy reminder calls or e-mails to individual Directors to remind them of scheduled meetings
Calling out-of-town directors to schedule attendance at committee and board meetings and supplies them with needed materials
Scheduling board conference room for monthly and special Board and Committee meetings
Attending Board and Committee meetings and drafts meeting minutes to be reviewed by appropriate Committee Chair and President/CEO prior to distribution
Working as liaison with Nominating Committee with meetings, advertising, promotion, and mailings in conjunction with the election of directors
Staying current with policies for travel reimbursement and assures that reimbursements are made as authorized
Updates, duplicates, and distributes ACU Corporate Policy manual, ByLaws, Rules and Regulations, American Share Insurance letters, and other materials as required to appropriate staff, auditors, and Board members
Processing and filing confidential reports, records, and documents
Handling signature updates for all banks, brokers, other financial institutions, and Illinois Department of Financial & Professional Regulation (IDFPR) as needed
Handling bylaw changes and other approvals from the IDFPR
Organizing annual meeting of the membership including annual meeting reports and works with Marketing department on member RSVPs
Updating Strategic Business Plan and keeping history of updates
Organizing and assisting with planning all-staff meetings and What's Up Wednesday meetings
Updating organizational chart as needed
Actively participates in industry networks to bring innovative ideas to the credit union
Handling billing and invoices for President & CEO as directed
Assisting Human Resources and Training as needed