Executive & Board Administrative Assistant- Portland Branch

PFCU•Portland, MI

2d•Onsite

About The Position

The Executive Assistant is responsible for providing administrative support to the President/CEO, executive management team, and Board of Directors to ensure successful implementation of credit union directives. This role involves taking on new and progressively challenging responsibilities to advance the value and contribution of the role to the credit union’s operations and strategic direction. The position requires an exceptional level of professionalism, integrity, and a high degree of confidentiality, while supporting and adhering to PFCU’s Service Standards.

Requirements

A two year degree in business or related field is preferred, or equivalent administrative experience.
Five to eight years of similar or related experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, employees, clients, members, and the general public.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Capability to deal with problems involving concrete variables in standardized and non-standardized situations.
Knowledgeable about the credit union system, its structure, common language and acronyms, philosophy, and the credit union’s mission and service standards.
Knowledge of personal computers, networks, operating systems and productivity software such as: Microsoft Excel, Word and PowerPoint.
Good working knowledge of the credit union’s core system and other supporting systems.
Good working knowledge of the forms and documentation used by the credit union.
Strong knowledge of credit union products and services.
Comfortable interacting with and presenting to Board, all levels of management, and staff.
Positive team-oriented attitude and excellent leadership skills.
Excellent written and verbal communication skills.
Good understanding of the Credit Union departments and procedures.
Punctual, self-motivated, confident and accurate.
Ability to stay calm under pressure.
Professional attitude; supportive of management.
Neat and professional in appearance and dress.
Ability to create good word of mouth; proven ability to effectively refer products and services.
Thorough knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, designing forms, and other office procedures and terminology.
Ability to write routine business correspondence, analytical reports, and/or technical reports.
Systematically manages time, maintains an orderly workspace, organizes supplies and/or resources, prioritizes projects, completes tasks in a timely manner, and maximizes productivity.
Work involves extensive personal contact with others and is of a personal or sensitive nature. Motivating, influencing, and/or training others is key at this level. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others.
Follows regulatory and policy compliance requirements which would include those efforts in compliance with Bank Secrecy Act (BSA), Office of Foreign Asset Control (OFAC), Red Flag and Anti-Money Laundering (AML) Regulations, and other compliance related policies.
Maintains confidentiality with regard to non-public information about members, employees and the Credit Union.
Follows all security policies and procedures at all times.

Responsibilities

Perform administrative duties for CEO and EVP under general supervision, and support administrative duties of the executive team at their direction.
Provide confidential administrative support, including composing, typing, proofreading, editing, and distributing correspondence and communications. Enter and maintain data in databases and files, and prepare assigned reports.
Prepare confidential correspondence and complex documents, such as letters, memos, and reports, on behalf of the CEO/EVP, utilizing independent judgment.
Update and maintain confidential credit union policies and procedures.
Identify administrative needs, prioritize tasks, and develop appropriate solutions or recommendations.
Submit, track, and approve payments of bills as directed by the CEO/EVP.
Perform research and analysis of administrative operations to improve efficiencies and effectiveness in support of the executive team.
Research concerns and respond to correspondence on behalf of CEO/EVP regarding member communications.
Contact credit union personnel at all levels to gather information and prepare reports.
Provide and/or coordinate logistical and administrative support to third parties, including vendors, auditors, consultants, and regulators.
Support administration of N-Suite, including uploading Board-approved policies to N-Comply, vendor documentation to N-Vendor, and sending document review reminder requests to Executives.
Attend Board, Executive, ALCO, Senior Executive, IT Steering, and other management meetings, maintaining records and meeting minutes as required.
Prepare meeting agendas from submitted material, develop and collate final agendas with supplemental material for distribution, and review supporting documents for discrepancies and relevance.
Serve as the primary Board liaison, ensuring the BOD is adequately prepared, including preparing and coordinating Board meetings, providing logistical support for meetings, presentations, and events, posting and updating meeting materials on the internal network and Board Portal, recording and preparing minutes, taking follow-up action on Board decisions, preparing resolutions and staff reports, communicating BOD annual training requirements, and organizing the Associate Board Member (ABM) onboarding process.
Serve as Incident Response Coordinator, supporting IRT communication and action, understanding Disaster Recovery Policy, Business Continuity Plans, and Incident Response Plans, setting and coordinating meetings, taking notes during meetings, organizing and consolidating documentation for Lessons Learned, and attending Incident Response training exercises.
Plan and coordinate annual Planning and Strategy Meetings, including travel and hotel arrangements, agenda preparation, and acting as liaison between PFCU and vendors.
Assist with the planning of the annual membership meeting and the organizational meeting.
Research and coordinate travel arrangements for external conferences and special events for the Executive Team, Board of Directors, and Audit Committee, including expense management.
Monitor legislative advocacy at State and Federal levels, keeping the Executive Team updated on key issues and progress, and communicating legislative events.
Maintain knowledge of instructional technologies by attending seminars, reviewing professional publications, establishing personal networks, and participating in professional societies.
Protect the confidentiality of member information, handling financial transactions responsibly and confidentially.
Seek training opportunities to develop or enhance skills through training, conferences, and reading, and willingly participate in educational functions and meetings as requested by management.
Perform all other duties as assigned.