Provides administrative and anticipatory support to ensure smooth operations within Executive Administration.
TASKS, DUTIES, FUNCTIONS:
1. Answer and route telephone calls; convey information both orally and in writing; assess needs and handle requests, or direct the person or matter to the appropriate sources.
2. Assist in resolving administrative difficulties while ensuring exceptional service.
3. Greet and escort employees and visitors to Executive Administration.
4. Coordinate travel arrangements as needed.
5. Receive, sort, and distribute mail within Executive Administration. Prepare outgoing mail for processing. Maintain office filing system and storage.
6. Maintain office supplies by checking stock to determine inventory levels, anticipate requirements, place and expedite orders, and verify receipt of ordered items. Maintain stock of Board Room supplies.
7. Operate office equipment such as printers, copy machines, fax machines. Serve as liaison with service and vendor personnel to maintain equipment by completing preventive maintenance, troubleshooting failures, calling for repairs, and monitoring equipment operation.
8. Order and pick up lunch for various meetings as needed.
9. Coordinate department events.
10. Maintain a thorough understanding of Board and Corporate Policies as well as state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position.
11. Provide support to the Senior Executive Assistant.
12. Process subscription and membership renewals as needed.
13. Perform other assignments as required and requested.
PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASKS:
1. Effective oral and written communication skills.
2. Sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as financial calculators, personal computer, facsimile machine and telephone.
ORGANIZATIONAL CONTACTS & RELATIONSHIPS:
1. INTERNAL: Management Group, Board of Directors, Supervisory and Committee members.
2. EXTERNAL: Members, credit union industry associations, travel agency personnel, and other individuals and groups contacting Executive Administration.
1. EDUCATION: Minimum of AA degree in business related courses preferred.
2. EXPERIENCE: Minimum of two years of experience as an administrative assistant.
- Strong interpersonal skills/friendly
- Strong organizational skills
- Strong verbal and written communication skills
- PC and iPad skills, strong in Microsoft Office (Word, Excel, PowerPoint and Outlook) and Adobe
- Ability to efficiently use the internet for conference travel coordination
- Ability to multitask
- Independent worker with ability to be flexible and work well with existing team
- Effective follow-through
- Quick learner
1. Prolonged sitting throughout the workday with occasional mobility required.
2. Corrected vision within the normal range.
3. Occasional lifting, bending and stooping throughout the workday to maintain files and store supplies weighing up to fifteen pounds.
4. Hearing within normal range. A device to enhance hearing will be provided if needed.
5. Ability to lift 15 lbs. as may be required.
6. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc.
7. Limited local and statewide travel by car or public conveyance.
A valid California Driver's license.