Executive Assistant and Board Liaison (onsite)

Abri Credit Union • Romeoville, IL

1d • Onsite

About The Position

The Executive Assistant and Board Liaison provides administrative and document support to the Board, Senior Management Team, and President & CEO. The role coordinates Board and Committee meeting logistics and materials, prepares monthly Board reports, takes meeting minutes, maintains corporate records and policy documents, and supports governance activities including director elections and IDFPR approvals. Additional duties include organizing the annual membership meeting and staff meetings, updating the Strategic Business Plan and organizational chart, processing confidential records, handling authorized travel reimbursements and executive invoices, and assisting Human Resources and Training. The position is 100% onsite at the Romeoville branch, Monday through Friday, 8:30 a.m. to 5:00 p.m. The regular schedule is 40 hours per week, with flexibility for Board and staff meetings, including occasional early mornings and evenings after 5:00 p.m., typically on the third and fourth Wednesday of each month. Compensation is $25–$27.50 per hour, negotiable based on experience.

Requirements

• At least 3 years of secretarial or administrative experience.
• High school graduate.
• Proficiency in Adobe Acrobat and Microsoft Office (Outlook, Word, Excel, and PowerPoint), including creating documents, presentations, and spreadsheets from templates or from scratch, and scheduling using Outlook.
• Exceptional interpersonal and communication skills, attention to detail, prioritization, and time management.
• Must have a Notary commission or be able to obtain one.
• High ethical standards and ability to handle confidential data, show initiative, work independently, and exercise sound judgment.
• Experience supporting C-level executives and administrative experience in a financial institution.

Responsibilities

• Prepare word-processing documents and spreadsheets for Board members, the Senior Management Team, and the President & CEO.
• Coordinate major document-preparation projects, including photocopying, collating, and distributing materials.
• Prepare monthly Board reports and coordinate distribution and receipt of Board materials.
• Maintain master corporate records, the Corporate Policy Manual, and Board Committee and Board materials.
• Track Board education events and assist the Board Education and Development Committee as needed.
• Send courtesy reminders to Directors about scheduled meetings and contact out-of-town Directors to schedule attendance and provide materials.
• Schedule conference rooms for monthly and special Board and Committee meetings.
• Attend Board and Committee meetings and draft minutes for review by the appropriate Committee Chair and President/CEO before distribution.
• Liaise with the Nominating Committee on meetings, advertising, promotion, and mailings related to director elections.
• Stay current on travel reimbursement policies and ensure authorized reimbursements are made.
• Update, duplicate, and distribute the ACU Corporate Policy Manual, Bylaws, Rules and Regulations, American Share Insurance letters, and other materials to appropriate staff, auditors, and Board members.
• Process and file confidential reports, records, and documents.
• Handle signature updates for banks, brokers, other financial institutions, and the Illinois Department of Financial & Professional Regulation (IDFPR) as needed.
• Handle bylaw changes and other approvals from the IDFPR.
• Organize the annual membership meeting, prepare annual meeting reports, and coordinate with Marketing on member RSVPs.
• Update the Strategic Business Plan and maintain a history of updates.
• Organize and assist with planning all-staff meetings and What's Up Wednesday meetings.
• Update the organizational chart as needed.
• Participate in industry networks to bring innovative ideas to the credit union.
• Handle billing and invoices for the President & CEO as directed.
• Assist Human Resources and Training as needed.

Benefits

• 401(k) match of up to 7.98%.
• Blue Cross health insurance, with up to 90% of employee premiums and 70% of dependent premiums paid.
• 12 days of vacation accrued per year.
• 5 days of personal leave per year.
• Up to 13 paid holidays per year.
• Relaxed dress code with business-casual clothing and company-logo wear.
• A team of trainers to prepare employees for the job.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED