Executive & Board Administrative Assistant- Portland Branch

Lansing, MI, USA|Onsite

Job Overview

Employment Type

Full-time

Hourly

Compensation

Hourly

Range $19.00 - $30.25

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Employee assistance program

Flexible spending account

Job Description

PFCU, a reputable financial institution focused on delivering exceptional financial services to its members, embodies a mission centered on financial well-being, value, convenience, and outstanding member service. As a credit union dedicated to fostering community-oriented financial solutions, PFCU prioritizes professionalism, integrity, and a confidential environment in all aspects of operation. The institution maintains a robust commitment to regulatory compliance, technological advancement, and continuous staff development, making it a dynamic and forward-thinking organization in the financial sector. The culture promotes teamwork, leadership, and the pursuit of excellence to support its mission of financial well-being.

The Executive & Board Administrative Assistant at PFCU plays a crucial role in supporting the President/CEO, Executive Vice President, the executive management team, and the Board of Directors. This hourly, non-exempt position classified under position grade 10, requires a high level of administrative expertise combined with confidentiality, professionalism, and the ability to manage complex and diverse responsibilities. This role encompasses a broad range of duties from managing confidential correspondence, scheduling, preparing reports, coordinating logistics for meetings and events, to functioning as the liaison with vendors, auditors, consultants, and regulatory bodies. The Executive Assistant is instrumental in ensuring the smooth execution of board meetings and the coordination of executive operations, including incident response coordination and strategic planning meetings. The position actively supports the credit union's directives and strategic goals by taking on progressively challenging tasks that increase the impact and value of the role within the organization.

In this capacity, the Executive & Board Administrative Assistant is expected to demonstrate exceptional organizational skills, the ability to prioritize, and resourcefulness in problem-solving. Familiarity with the credit union system, its operational software, and service standards is essential, alongside excellent communication skills and a professional demeanor. The role requires someone adept at handling confidential financial data with integrity and discretion while fostering effective relationships across all levels of the credit union. This position is pivotal in maintaining the highest standards of regulatory compliance and supporting the credit union's mission through exemplary service and administrative acumen. The Executive Assistant's contributions significantly advance PFCU's operational efficiency and help uphold its commitment to delivering financial well-being to its members.

Job Requirements

Ability to maintain confidentiality
strong organizational skills
excellent communication skills
proficiency with administrative software
ability to manage multiple priorities
detail-oriented
self-motivated
capacity to handle sensitive and personal information responsibly
willingness to participate in training and meetings
physical ability to perform job functions including occasional lifting up to 50 pounds
ability to work under moderate noise levels
problem-solving skills
ability to handle stress and remain calm
punctuality and professionalism

Job Qualifications

Two year degree in business or related field preferred
previous administrative experience may be considered in lieu of degree
five to eight years of similar or related experience
ability to read, analyze, and interpret business periodicals and professional journals
ability to write reports, business correspondence, and manuals
ability to effectively present information to groups
ability to perform mathematical calculations including rate and percent
knowledge of credit union systems, structure, language, and service standards
proficiency with Microsoft Excel, Word, and PowerPoint
good working knowledge of credit union core system and supporting systems
strong knowledge of credit union products and services
excellent written and verbal communication skills
ability to interact confidently with Board, management, and staff
strong leadership and team-oriented attitude
thorough understanding of administrative and clerical procedures
ability to manage time, organize workspace, and prioritize projects
capable of influencing and training others
professional demeanor and appearance

Job Duties

Perform administrative duties for CEO and EVP under general supervision
support administrative duties of the executive team at the direction of the CEO and EVP
provide confidential administrative support
compose, type, proofread, edit, and distribute routine correspondence and communications
enter and maintain data in databases and files
prepare or assist in preparation of assigned reports
prepare confidential correspondence and complex documents for CEO/EVP using independent judgment
update and maintain confidential credit union policies and procedures
identify administrative needs and develop solutions
submit, track, and approve payments of bills as directed
perform research and analysis of administrative operations to improve efficiencies
respond to correspondence on behalf of CEO/EVP regarding member communications
contact credit union personnel to gather information and prepare reports
provide or coordinate logistical and administrative support to vendors, auditors, consultants, regulators
support administration of N-Suite including uploading board approved policies and vendor documentation
attend and record board, executive, ALCO, senior executive, IT steering and management meetings and maintain minutes
serve as primary Board liaison ensuring Board readiness and support including meeting coordination, attendance tracking, logistical support for meetings and events
post and update meeting materials and Board approved documents on internal network and BoardPortal
record and prepare minutes at Board meetings
take follow-up action on Board decisions
prepare resolutions and staff reports
communicate Board training requirements
organize Associate Board Member onboarding
serve as Incident Response Coordinator including facilitating communication, organizing responses, documenting events and supporting lessons learned
plan and coordinate annual Planning and Strategy meetings
assist with annual membership and organizational meetings
coordinate travel arrangements for Executive Team, Board, and Audit Committee
monitor and communicate legislative advocacy updates
maintain knowledge of instructional technologies
protect confidentiality of member information
seek training for professional development
perform additional duties as assigned