Executive & Board Administrative Assistant- Portland Branch in Portland, Michigan at PFCU

EXECUTIVE & BOARD ADMINISTRATIVE ASSISTANT

Department: Administration

Reports To :CEO/EVP

Pay Classification: Hourly

FLSA Status :Non-Exempt

Position Grade :10

To assist the credit union in achieving its mission statement: “PFCU WILL DELIVER FINANCIAL WELL-BEING WITH VALUE, CONVENIENCE AND EXCEPTIONAL SERVICE”. The Executive Assistant is responsible to provide administrative support to the President/CEO, executive management team, and Board of Directors to ensure that credit union directives are implemented successfully. Takes on new and progressively challenging responsibilities to advance the value and contribution of the role to the credit union’s operations and strategic direction. Demonstrates an exceptional level of professionalism, integrity and maintains a degree of confidentiality. Support, model & adhere to PFCU’s Service Standards as outlined in My MARC.

· Perform administrative duties for CEO and EVP under general supervision. At the direction of the CEO and EVP, support administrative duties of the executive team.

· Provide confidential administrative support. Composes, types, proofreads, edits, and distributes routine correspondence and other communications. Enters and maintains data in databases and files. Prepares or assists in the preparation of assigned reports.

· Prepare confidential correspondence and complex documents on behalf of the CEO/EVP, to include letters, memos and reports, regularly using independent judgment.

· Update and maintain confidential credit union policies and procedures.

· Identify administrative needs, prioritize 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 responds to correspondence on behalf of CEO/EVP in regards to member communications.

· Contact credit union personnel at all levels to gather information and prepare reports.

· Provide and/or coordinate logistical and administrative support to various third parties to include, vendors, prospective vendors, auditors, consultants, and regulators.

· Support administration of N-Suite. This includes, but is not limited to:

v Upload Board approved policies to N-Comply

v Upload vendor documentation to N-Vendor

v Send document review reminder requests to Executives

· Attend Board, Executive, ALCO, Senior Executive, IT Steering and other management meetings and maintains records of the meeting and meeting minutes, as required.

· Prepare meeting agendas from material submitted by staff; develop and collate final agendas with supplemental material for distribution. Reviews supporting documents for agenda items, screening for discrepancies, ensuring materials are relevant and appropriately processed in accordance with legal requirements and PFCU procedures.

· Serve as the primary Board liaison to ensure that the BOD is adequately prepared to carry out their responsibilities. This includes, but is not limited to:

v Prepare and coordinate all aspects of Board meetings including notifications and attendance tracking to ensure meeting quorums.

v Provide PFCU Board Directors, committees, and staff with logistical support for meetings, presentations, and events, including all logistical agency meeting and event coordination (such as location, room reservations, amenities, materials and meals)

v Post and update meeting materials and Board-approved documents on PFCU’s internal network and Board

Portal, as needed.

v Record and prepare minutes at Board meetings, including recording the essential content of discussion, motions and votes, transcribing notes and checking draft copies of minutes for appropriate grammar, technical terminology, spelling, and sentence structure

v Take appropriate follow-up action on the Board’s decisions, such as notifying interested parties on specific

items, securing required signatures, or finalizing documents for official filing.

v Prepare resolutions and staff reports, as necessary.

v Communicate to the Board about the required BOD annual trainings assigned by the Training Department.

v Organize and assist with the Associate Board Member (ABM) onboarding process

· Serve as Incident Response Coordinator. This includes, but is not limited to:

v Work directly with the Incident Leader to support IRT communication and action.

v Be well versed and understand Disaster Recovery Policy, Business Continuity Plans and Incident Response Plans to organize and manage consistent action and responses through incidents.

v Set and coordinate meetings to organize responses to incidents.

v Take notes during meetings documenting the takeaways and action items including the who, what and when items need to be completed.

v Organize and consolidate documentation of the event to support Lessons Learned as well as retention within N-platform.

v Attend PFCU Incident Response training exercises.

· Plan and coordinate the annual Planning and Strategy Meetings which includes making travel and hotel arrangements, preparing the agenda and supporting materials and act as the 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, travel, hotel, meal, activity and other expense management.

· Monitor legislative advocacy for the State and Federal levels. Keep Executive Team updated on key issues throughout the year and the progress being made on these issues. Communicate legislative events (federal, state and local events) to the Executive Team and register team members, as applicable.

· 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. Financial transactions are confidential and private. With account access, employees are to handle member information responsibly and confidentially.

· Seek training opportunities to develop or enhance through training, conferences, reading etc. Willingly participate in and attend educational functions and meetings as requested by management.

· Perform all other duties as assigned.

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.

This position requires maintaining confidentiality with regard to non-public information about our members, employees and the Credit Union. We must protect the confidentiality of member information. Financial transactions are confidential and private. With account access, employees are to handle member information responsibly and confidentially.

To ensure the safety and security of all employees, employees must follow all security policies and procedures at all times. Security is the responsibility of all employees.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A two year degree in business or related field is preferred. Will consider previous administrative experience in lieu of degree.

Five years 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. Must have the 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 writes 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.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to walk and stand. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in work environment is usually moderate. While performing the duties of this job, the employee occasionally works near moving mechanical parts, and is occasionally exposed to risk of electrical shock.

The employee is frequently required to use alertness, precision, resourcefulness, problem solving, numeric calculations, persuasiveness, auditory perception, memory, creativity, judgment, writing ability, reading ability, reasoning, imagination, patience, visual perception, comparing, and analyzing.