Executive Assistant To The Ambassador Jobs in Rochester Hills, MI

Description

General Summary of Duties 

The Executive Assistant provides high-level administrative support to the President & CEO, Board of Directors, senior management, and Foundation Executive Director ensuring efficient operation of the office and enabling leadership to focus on strategic priorities. This role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Job Functions 

• Supports the effort of all staff in the maintenance of an atmosphere of service excellence.
• Maintains current knowledge of technology necessary to function in position; continuing education as needed. 
• Accountable to maintain knowledge of and comply with all applicable rules and regulations required within scope of duties. Required to attend training sessions as instructed.
• Establishes and maintains good working relationship with outside vendor contacts. Assists with obtaining required vendor documentation as directed.
• Maintains a high degree of confidentiality in performance of all duties.
• Provide administrative support to aid the President & CEO, Board of Directors, Department Vice Presidents, and the Foundation Executive Director. 
• Draft, format, and edit correspondence, presentations, reports, and other materials to ensure accuracy and a high standard of communication
• Maintain organized systems for records, files, and official documents in accordance with established policies and retention guidelines
• Perform a full range of advanced administrative duties, including correspondence management, document preparation, filing, scanning, and records maintenance.
• Compiles and prepares special reports using selected data from various reports as directed by President & CEO, Board of Directors, Department Vice Presidents, and the Foundation Executive Director. Maintains calendar of events for the President & CEO. 
• Facilitates special projects as directed by the President & CEO 
• Organize executive meetings, offsite events, and employee functions in partnership with Human Resources
• Ensure all meeting logistics, materials, and communications are handled proactively 
• Plan and coordinate travel arrangements, including itineraries, registrations, and expense tracking for President & CEO, Board of Directors, Department Vice Presidents, and the Foundation Executive Director. attending seminars and conferences.
• Performs a variety of financial duties such as purchases of supplies, credit card monthly reconciliation, tax data, and event budgeting. 
• Processes meeting notices and other correspondence to Official Family as needed.
• Prepare materials, agendas, and presentations for Board of Directors and executive meetings
• Arrange, attend, document, and distribute minutes for Board meetings and other key meetings as required
• Process official Board correspondence, including confidential materials and communications to appropriate recipients
• Support governance activities by maintaining Board records, proceedings, and official documentation
• Assists in community involvement and business development projects.
• Perform other job-related duties as assigned.  

The list of essential job functions is not limited. It may be supplemented as necessary from time to time. 

Workplace Expectations 

• Ensure prompt and courteous service is provided to all internal and external members/customers.  
• Conduct work in a safe and healthful manner. 
• Maintain thorough knowledge and understanding of credit union policies and procedures that are necessary for performing your job. 
• Perform as part of a team and assist other employees and other departments as needed. 
• Place documents that need to be shredded in the proper area for shredding. 
• Maintain knowledge of and follow the established process for key control, security, and the security of all codes and procedures related to office security. Open and close office by disarming and arming alarms, as established procedures require. 
• Maintain total working knowledge of department. Complete necessary logs.  
• Maintain thorough knowledge and understanding of credit union policies/procedures that are necessary for performing job duties, including but not limited to Negotiable Instrument Reference & Guidelines, NACHA, BSA, and OFAC. 

Requirements

Minimum Qualifications 

• Education: A four-year college degree in Business or a relevant field. 
• Experience: Five to eight years of administration and/or executive assistant experience. 

Physical Demands 

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 accommodation 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 sit, use hands, fingers, talk, or hear. The employee is frequently required to sit, stand, and reach with hands and arms. The employee may occasionally lift up to 20 lbs. and/or exert force to move up to 50 lbs.