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Executive Assistant

Company: NIH Federal Credit Union
Location: Rockville
Posted on: November 19, 2020

Job Description:

Description: We are looking for more than just an employee, we are looking for a true team member dedicated to enhancing the member experience! Come join the credit union movement and Discover Banking With Heart at NIHFCU!At NIHFCU, one of our core values is investing in our employees, which is why we offerperks like these:--- Benefit Package for all Full time employees includes health, dental, vision, Life insurance benefits--- 401(K) and profit sharing--- Tuition Reimbursement--- Career Advancement and development--- Credit Union Membership with discounted services and productsGENERAL SUMMARYThe Executive Assistant reports to the President/Chief Executive Officer (CEO) with the responsibility to support the Executive Team with planning designated activities and managing assigned corporate initiatives. Responsible for communication to and supporting the Board of Directors, the Supervisory Committee and to facilitate assigned project support or management. The Executive Assistant handles clerical tasks and prioritizes correspondence, allowing C-level executives to focus on decision-making and higher-level responsibilities. This position also serves as a link between the Executive Team and the rest of the staff, contributes to better overall corporate organization and planning, and helps leaders to be more effective in their respective roles.MAJOR DUTIES AND RESPONSIBILITIES

  • Serve as a primary point of contact between the Board of Directors and CEO.
  • Serve as the administrator of the Board Portal and ensure it is updated, accurate and information is easy to locate and new business items are posted to it as directed by the Board committees
  • Responsible of the creation of monthly Board packet and ensure it contains all required regulatory documents
  • Participate with and attend Executive Virtual Committee, Board Governance and Strategic Planning Committee, and Board of Directors meetings, manage meeting organization and associated logistics and provide support to the CEO with documentation of meeting progress.
  • Planning events for the Board of Directors, Committee Members, CEO, Executive Team and Senior Management Team. Researching venues and creating cost analyses. Working with vendors, negotiating contracts and being the primary point of contact to execute on the key components of the event.
  • Create and manage the Board of Directors and Committee Meeting Calendar and other required governance management documents.
  • Responsible for working with Risk Management to create and maintain the Policy Control Record Book (master policy document for the organization)
  • Provide support to the CEO for the convening of a range of meetings on short- or long-term projects; and ensuring appropriate and effective communications with the Senior Leadership team, as needed.
  • Assist the CEO in the developing meeting agendas and manage priorities, workload, and discrete assignments for the CEO; ensures the CEO is regularly apprised of deliverable progress and potential challenges/delays. Ensure the necessary information is provided for CEO to set priorities and needs.
  • CEO and Executive Team support duties include: 1. Calendar management 2. Create agenda and prepare the documents for Senior Management Meetings 3. Prepare monthly expense report 4. Set-up ad-hoc meetings as needed 5. Email management 6. Create or revise presentations
    • Preparing reports, memos, invoices, letters, and other documents as requested. Filing and retrieving corporate records, documents, and reports.
    • Answering phones and routing calls to the correct person or taking messages.
    • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
    • Communication/correspondence with special guests ; greeting visitors and deciding if they should be able to meet with executives.
    • Using various software, including word processing, spreadsheets, databases, and presentation software.
    • Reading and analyzing incoming memos, submissions, and distributing them as needed.
    • Making travel arrangements for executives.
    • Performing miscellaneous office duties that may include ordering supplies and managing a records database.
    • Opening, sorting and distributing incoming faxes, emails, and other correspondence and provide general administrative support.
    • The ability to be bonded.. Requirements: EDUCATION & EXPERIENCE
      • Bachelor's degree preferred, but not required
      • Three to five years of executive assistant experience, preferably in credit union or financial institution
      • Experience as a virtual assistant preferred, but not required
      • Experience supporting Board of Directors preferred, but not required. Knowledge & Skill Requirement
        • Ability to act as gatekeeper and escalate relevant information to executives as needed, treat confidential information with appropriate discretion
        • Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
        • In-depth understanding of entire MS Office suite and Adobe Acrobat
        • Ability to work effectively with minimal supervision, organize a daily workload by priorities.
        • Exceptional attention to detail
        • Must be able to meet deadlines in a fast-paced quickly changing environment.
        • Superior reporting, scheduling, organizational, time-management, presentation and meeting facilitation skills.
        • Travel logistics.
        • Demonstrated ability to complete projects on time, on budget and with the approved scope.
        • Superior critical thinking skills, including the capacity to identify and appropriately assess and order competing interests and priorities; A proactive approach to problem-solving with strong decision-making skills.
        • Adept at actively listening and collaboratively engaging with partners across teams and programs, demonstrating genuine appreciation for and understanding of partner ideas and inputs and proven ability to collaborate closely with team members to accomplish goals..NIHFCU is an Equal Opportunity Employer and does not discriminate against employees or applicants based on race, color, religion, sex/gender, national origin, disability, age, or any other category protected by lawPM18

Keywords: NIH Federal Credit Union, Rockville , Executive Assistant, Other , Rockville, Maryland

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