Executive & Board Administrative Assistant- Portland Branch

PFCU•Portland, MI

1d•Onsite

About The Position

The Executive & Board Administrative Assistant is responsible for providing comprehensive administrative support to the President/CEO, executive management team, and Board of Directors to ensure the successful implementation of credit union directives. This role involves taking on new and challenging responsibilities to enhance the value and contribution 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 modeling and adhering to PFCU’s Service Standards.

Requirements

A two-year degree in business or a 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 the 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.
Must follow all security policies and procedures at all times.

Responsibilities

Perform administrative duties for the 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 or assist in the preparation of assigned reports.
Prepare confidential correspondence and complex documents 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 the 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 the administration of N-Suite, including uploading Board-approved policies and vendor documentation, and sending document review reminder requests.
Attend Board, Executive, ALCO, Senior Executive, IT Steering, and other management meetings, maintaining records and meeting minutes.
Prepare meeting agendas from submitted material, develop and collate final agendas with supplemental material for distribution, and review supporting documents for discrepancies.
Serve as the primary Board liaison, ensuring the Board of Directors is adequately prepared, including coordinating all aspects of Board meetings, providing logistical support for meetings, presentations, and events.
Post and update meeting materials and Board-approved documents on the credit union's internal network and Board Portal.
Record and prepare minutes at Board meetings, transcribing notes and checking draft copies for accuracy.
Take follow-up action on Board decisions, such as notifying parties, securing signatures, or finalizing documents.
Prepare resolutions and staff reports as necessary.
Communicate required BOD annual trainings to the Board.
Organize and assist with 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.
Set and coordinate meetings to organize responses to incidents, take notes, and organize/consolidate documentation for Lessons Learned.
Attend PFCU Incident Response training exercises.
Plan and coordinate the annual Planning and Strategy Meetings, including travel and hotel arrangements, agenda preparation, and 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.
Monitor legislative advocacy at State and Federal levels, keeping the Executive Team updated on key issues and progress.
Communicate legislative events to the Executive Team and register team members as applicable.
Maintain knowledge of instructional technologies by attending seminars, reviewing publications, and participating in professional societies.
Protect the confidentiality of member information, handling financial transactions and account access responsibly.
Seek training opportunities to develop or enhance skills through training, conferences, and reading.
Perform all other duties as assigned.
Follow regulatory and policy compliance requirements, including those related to Bank Secrecy Act (BSA), Office of Foreign Asset Control (OFAC), Red Flag, and Anti-Money Laundering (AML) Regulations.