Administration - Senior Executive Assistant

TITLE: SENIOR EXECUTIVE ASSISTANT
STATUS: NON-EXEMPT
REPORT TO: MGR – SR EXEC ASST TO PRES CEO
DEPARTMENT: ADMINISTRATION
JOB CODE: 11976
PAY RANGE: $50.00 - $60.00 HOURLY

GENERAL DESCRIPTION:
The Sr Executive Assistant will serve to maintain the credibility, trust, and support of the Executive Suite offices and works as part of a cohesive team of administrative and executive assistant professionals, fostering a collaborative environment to ensure seamless support for senior management. The Sr Executive Assistant will serve as the primary point of contact for all inquiries on matters pertaining to the executive level offices, provide high-level executive support through one-on-one working relationships, and anticipate the needs of senior management by being proactive, organized, and informed. The Sr Executive Assistant possesses the skills to understand and anticipate complex schedules, priorities, preferences, and potential challenges, while being resourceful, efficient, and able to think ahead to provide solutions before issues arise.
The Sr Executive Assistant is highly skilled in software and tools, demonstrates strong organizational and communication skills, and can leverage technology to streamline tasks and enhance efficiency. The Sr Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

TASKS, DUTIES, FUCNTIONS:
1. Completes a broad variety of administrative tasks including: managing extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
2. Communicates directly, and on behalf of senior management, with Board members, donors, Foundation staff, and others, on matters related to initiatives.
3. Manages and attends management and Board related committees, prepares meeting packets, takes minutes, and tracks action items through to completion.
4. Researches, prioritizes, and follows up on incoming issues and concerns addressed with senior management, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
5. Works closely and effectively with senior management to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
6. Anticipate the needs of the senior management and proactively address them before being asked. This involves a deep understanding of work style, priorities, preferences, and potential challenges to ensure smooth operations and efficient productivity.
7. Maintain clear and concise communication, both verbally and in writing. Ensure information flows smoothly and be mindful of senior management’s communication style and preferences.
8. Provide advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook (or similar platforms). This includes advanced formatting, data manipulation, presentation creation, and email management. Streamline tasks and processes through the effective use of technology to increase efficiency and productivity.
9. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
10. Provide guidance and coaching to other Executive Assistants on best practices, tools, and processes.
11. Conduct regular team check-ins to share updates, align priorities, and foster collaboration amongst the executive assistant teams.
12. Act as liaison between executive assistants and other departments to ensure smooth continuous communication.
13. Provide feedback and performance input to leadership regarding team effectiveness.
14. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the operations of the Credit Union
15. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
16. Maintains discretion and confidentiality in all Credit Union, board, and third-party relationships
17. Serves as the administrative liaison to the board of directors, potentially assisting Board members with travel arrangements, lodging, and meal planning as needed
18. Research, collect, interpret, and analyze data, troubleshoot, and/or
19. investigate areas of special interest to the executives and provide evidence-based recommendations for review and/or action as requested.
20. Participates in professional development