Executive Assistant

TBA Credit Union•Traverse City, MI

8d•Onsite

About The Position

The primary purpose of this position is to assist TBACU to live out its mission, “To serve our community and build trusted relationships.” A key component of this service is to identify members’ needs and provide appropriate TBACU product solutions which ultimately helps grow the credit union. To adequately and effectively serve members and TBACU’s team members by providing prompt and accurate financial data and maintaining financial security. Responsible for providing confidential and professional administrative support to the Executive Team. Be a key asset to the team by anticipating needs at an exceptionally high level. Provide excellent member service by effectively communicating with internal and external members in accordance with the credit union’s service standards. Perform routine administrative tasks and support the Executive Team as needed. Onsite. Not a remote position. This role is not eligible for immigration sponsorship. Salary Range: $24.00 - $33.00 hour, based on experience Ensuring outstanding service to internal and external members is delivered in alignment with our Service Standards which state. I will provide an immediate and friendly greeting. I will service you with a smile. I will address you by name. I will give you my full attention. I will make recommendations to improve your financial well-being. I will treat you with courtesy and respect. I will thank you for your business. I will respond to messages before the end of the day.

Requirements

Communicates with courtesy, tact, and diplomacy when interacting with team members, members, vendors, and others, to support positive working relationships.
Ability to manage workload to meet deadlines and goals with flexibility, and determination to handle a wide variety of duties each day.
Ability to take initiative in recommending/making changes to improve efficiency.
Self-motivated and willing to learn new technology and applications.
Strong analytical, problem-solving, and decision-making skills.
Excellent listening, clear verbal, and professional written communication skills.
Ability to assess difficult situations and remain calm under pressure.
Ability to work independently and as part of a team.
High attention to detail and organizational skills.
Sound understanding of math applications.
Proficient in Windows Operating System and Microsoft Office Suite/o365 Suite.
Advanced ability and experience with using Excel and PowerPoint.
Ability to lift up to 25 pounds.
Able to sit or stand for 2-4 hours at a time.
High school diploma or equivalent required.
Minimum of three years of administrative support experience required.
Experience handling confidential information with professionalism, discretion, and sound judgment required.

Nice To Haves

Associate or bachelor’s degree in business administration, communications, finance, or a related field preferred; equivalent experience may be considered.
Executive-level support experience preferred.
Experience coordinating calendars, meetings, travel, agendas, minutes, reports, and follow-up items preferred.

Responsibilities

Promote and model the credit union’s mission, core values, culture, and service expectations through every interaction.
Provide confidential, professional, and proactive administrative support to the Executive Team, helping protect their time, focus, and effectiveness.
Anticipate leadership needs, manage details, and coordinate priorities with accuracy, discretion, flexibility, and sound judgment.
Support Executive Team initiatives, routine responsibilities, and special projects by preparing materials, gathering information, tracking details, and coordinating follow-up.
Manage and coordinate Executive calendars, schedules, appointments, and meeting priorities to support effective use of leadership time.
Coordinate meetings and events for the Board, Executive Team, and other leadership groups, including agendas, materials, presentations, food, supplies, and related logistics.
Record Executive, Board, and other meeting minutes.
Track meeting follow-up items, deadlines, and commitments to help ensure timely completion and clear communication of next steps.
Maintain organized Executive and Board records, documents, resources, and reference materials in accordance with confidentiality and retention expectations.
Prepare reports, recaps, charts, graphs, presentations, and other leadership materials for meetings, projects, and decision-making.
Communicate professionally with internal and external members, leaders, vendors, and guests in alignment with the credit union’s service standards.
Meet established minimum expectations.
Maintain comprehensive knowledge of credit union products and services.
Ability to be bonded.
Ability to clear credit and criminal history check.
Comply with the U.S Patriot Act and the Credit Union’s Bank Secrecy and OFAC Policies and Procedures.
Comply with the Gramm-Leach-Bliley Act and the Credit Union’s Information Security program, maintaining the privacy and security of information, systems, and locations.
Serve as a point of contact for general Executive Team inquiries, visitors, vendors, and meeting guests.
Coordinate Executive travel arrangements for credit union trips.
Run errands and coordinate services as needed for Executives and Directors.
Support internal communication needs by helping coordinate updates, reminders, and announcements.
Process invoices, purchase requests, expense reimbursements, and credit card expense reports as assigned.
Administer credit union room rental program for external use.
Coordinate cards, recognition items, flowers, memorials, or other acknowledgements as appropriate.
Coordinate and execute credit union logo wear orders.
Assist with coordination of credit union special events.
Assist executive team with routine tasks and special projects.
Assist with formatting, organizing, and maintaining credit union policies, procedures, and related documents as requested.
Oversee the Suggestion Box and coordinate responses, escalating when needed.
Coordinate lodging bookings for employees as needed.