Executive Assistant (Temp to Hire)

At Redwood Credit Union we are on a journey to re-imagine the way we do business, and we can’t do it without you - our next great hire. Since 1950, Redwood Credit Union has been helping people reach their financial goals and dreams with a focus on helping others. As a not-for-profit financial institution, our passion is for helping our Members meet their financial needs, whether it’s through better rates, low or no fees, or expanded services. That people-first approach holds true for our employees, too. Our work environment is built on service and trust. It's all possible with a leadership team committed to hiring talented people and helping them develop their careers.
Redwood Credit Union is looking for an Executive Assistant (Temp to Hire) who will be responsible for performing administrative duties in support of the Executive Team.
Essential FunctionsAdministrative• Provide administrative support for Executive Staff and Officials.• Plan, coordinate and secure travel arrangements and conference details for Officials and Executives.• Create and communicate travel packets to Officials.• Provide in-office support to traveling Executives and Officials, ensuring trip interruptions are minimal, if any.• Provide superior telephone interactions, engaging with a customer service focus.• Develop monthly CEO Report to the Board of Directors.• Prepare CEO expense reports and submit to Accounting. As needed, submit to external boards and committees for reimbursement.• Maintain Board expense documents and yearly totals.• Review all expense reports submitted to executive office ensuring adherence to RCU policy.• Ensure timely completion, reconciliation, payment and reporting of VISA and expense reports for Executives and Officials.• Organize, schedule and coordinate meetings and events both as assigned and independently, including, but not limited to agenda preparation, slide edits and staff communications.• Create daily agendas for Executive and Administrative huddles to include; discussion topics, upcoming due dates and timelines; project follow-up.• Process mail and faxes, including sorting, timestamping, prioritizing and distributing. Ensure high priority items are appropriately routed.• Coordinate RCU Officials and Executives representation at community events.• Greet, assist and direct visitors to proper locations.• Compile, assemble, distribute and post Committee packages and minutes, adhering to policies and timelines. Attend Committee meetings, provide procedure support, take minutes.• Manage Executive calendars.• Administer and maintain Records Management procedures for Executive Department files.• Compile and update reference binders, orientation packets and procedure documents.• Maintain a working knowledge of the presentation and audio/video conferencing technologies in Executive Office meeting rooms.• Plan and communicate event information and reminders to Staff.• Consistently provide excellent service to Members, Officials and co-workers representing RCU in a courteous and professional manner at all times.• Manage and support special projects.• Perform Staff meeting duties including, but not limited to, slide presentation, record attendance, and prompt presenters.

Other Functions

• Lend clerical and administrative support to other Senior Executives as needed.
• Select/create and mail staff Holiday cards.
• Manage staff Holiday gift ordering and distribution.
• Arrange flower delivery to staff as needed.
• Perform other duties as assigned.

Minimum Qualifications: Knowledge, Skills and Abilities

• MUST be able to travel to both the Santa Rosa and Napa corporate offices.
• Thorough knowledge of modern office administration techniques, and methods.
• Adept at remaining calm under pressure.
• Ability to work in a fast-paced environment with changing priorities and workflow.
• Ability to independently plan, organize and manage projects through completion.
• Knowledge of principles of business letter writing and report preparation.
• Knowledge of records management principles and procedures including record keeping and filing practices.
• Detail oriented, strong organizational, planning and prioritization skills.
• Knowledge of English usage, spelling, grammar and punctuation.
• Knowledge of mathematical principles.
• Proficiency in the use of office equipment (computer, voice messaging systems, copier, fax.) and Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), and other database programs.
• Skill in the operation of personal computers with intranet and internet access.
• Skill in making travel arrangements that include flight, hotel and car rental.
• Excellent oral and written communication skills.
• Excellent organizational skills, and ability to prioritize and successfully manage multiple tasks and deadlines simultaneously.