Branch Channel Delivery - Administrative Assistant

TITLE: ADMINSTRATIVE ASSISTANT

STATUS: NON-EXEMPT

REPORTS TO: VP - RETAIL BRANCH CHANNEL DELIVERY

DEPARTMENT: BRANCH CHANNEL DELIVERY

JOB CODE: 11903

PAY SCALE: $20.70 - $26.00 HOURLY

GENERAL DESCRIPTION:

The Branch Channel Delivery - Admin Assistant will serve to maintain the credibility, trust, and support of the Retail Vice Presidents. The Admin Assistant serves as the primary point of contact for internal and external inquiries on matters pertaining to the Retail Vice President office. The Retail Vice President Assistant will collaborate with the Retail Vice Presidents to successfully leverage the Vice Presidents time and ensure the Vice President schedule is followed and respected. The Vice President Assistant will maintain a realistic balance among multiple priorities and anticipate the needs of the Vice President. The Retail Vice President Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

TASKS, DUTIES, FUNCTIONS:

1. Drives the Office of the Retail Vice President by managing an extremely active calendar of appointments and prioritizing; accordingly, provides the Vice President with background information, meeting summaries, and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
2. Coordinates conference scheduling and registration of travel arrangements for the Vice President.
3. Prepares complex and detailed travel arrangements and itineraries in an organized and useful manner. Prepares Vice President for meetings and travel by providing necessary information and
4. reports for engagement.
5. Prioritizes conflicting needs; handles matter expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
6. Greets and screens visitors in a friendly and helpful manner. Tactfully handles inquiries/concerns, including those seen as confidential or sensitive in nature. Provides a bridge for smooth communication between the Vice President office and internal departments.
7. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Vice President. Determines appropriate course of action, referral, or response. Interacts with all levels of management and staff on issues or concerns and make decisions as necessary. Exercises tact, judgment, initiative, and knowledge of Vice President functional areas to determine those that can be handled by subordinates, staff, and other offices.
8. Composes executive-level communications for signature by or on behalf of the 
9. Creates, develops, modifies, and analyzes reports using business best practices. Distributes reports timely and accurately. Consolidates large amounts of data and information into an
10. easy-to-read format.
11. Maintains a thorough understanding of corporate policies.
12. Maintains a thorough understanding of state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position.
13. Attends management meetings as requested. Records and prepares minutes in conformity with best practices. Prepares summaries for follow up and then follows through to completion.
14. Completes Vice President expense reports.
15. Identifies issues before they become problematic and offers innovative solutions that are in compliance with policies.
16. Performs other assignments as required.

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1.  INTERNAL: All levels of staff and management.

2.  EXTERNAL: Members, regulators, credit union industry associations, community and strategic partners, travel agency personnel, and other individuals and groups contacting management.

QUALIFICATIONS:

1.  EDUCATION:  Minimum of a high school diploma.

2.  EXPERIENCE: Three plus years of progressively responsible work experience working for senior management positions.

3.  SKILLS & ATTRIBUTES:

• • Superb professionalism, tact, diplomacy, and discretion.
  • Proactive mentality with excellent problem solving and judgment skills in a fast paced setting and with a strong work ethic. Anticipate assistance by identifying issues, needs, options, and solutions before being asked.
  • Knowledge of the Credit Union and its goals and awareness of business initiatives and priorities
  • Quick learner, responsive, ability to multi-task, and strong time and calendar management and organizational skills.
  • Strong project management skills to track multiple concurrent projects and follow-through with senior management as required keeping deliverables and deadlines on track to successful completion.
  • Independent worker with ability to be flexible and work in a team environment.
  • Demonstrated advanced proficiency with Microsoft Windows Office Suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, Survey tools, and other standard office equipment (telephone, facsimile, copier, etc.).
  • Strong verbal and written communication skills with astute attention to grammatical details.
  • Strong interpersonal skills, friendly, and adaptable.
  • Demonstrates exceptional service, professionalism, and confidentiality in all interactions and communications.

4.  PHYSICAL REQUIREMENTS:

• • Prolonged sitting throughout the workday with occasional mobility required. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc
  • Corrected vision and hearing within the normal range. A device to enhance hearing will be provided if needed.
  • Occasional lifting, bending, and stooping throughout the workday, weighing up to fifteen pounds.
  • Limited local and statewide travel by car or public conveyance.
  • Unusually long work hours may be required to accomplish tasks
  • Ability to travel for business as needed.