Executive Assistant

Position Summary:

The Executive Assistant provides executive support to one or more C-Suite Executives. The EA coordinates activities and ensures that the executive’s day-to-day operation is efficient and effective.  In addition, this position provides excellent customer service, demonstrates initiative, takes ownership of responsibilities, and completes projects with positive results.  The EA handles administrative and executive support related tasks independently with little or no supervision.  The EA must be exceedingly well organized, flexible and enjoys the administrative challenges of supporting a busy executive, complicated travel schedules, and interacting with employees.

Essential Duties and Responsibilities:

Exhibits a total commitment to high quality service standards and demonstrates excellence in dealing proactively with staff, board, partners, visitors, and all TDECU.

Manages complex day to day calendar(s) of executive(s), maximizing calendar efficiency, creating productive schedules while anticipating scheduling conflicts and clearly and concisely proposing alternative solutions, exercising judgement and professionalism.

Assists with creation/modification of presentations, spreadsheets, and other various documents.

Schedules and coordinates travel; speaking engagements, conference calls, meetings and prepare and distribute schedules/agendas for travel with precision and urgency.

Prepares, reviews, tracks and processes all expense reports and reimbursements.

Orders supplies and process invoices through Procure and Pay system.

Disseminates decisions and instructions, answers inquiries to aid in the resolution of routine matters, receive and assist visitors, recommending other contacts for them, as appropriate.

Drafts minutes, light research, compose and prepare correspondence, reports and other complex documents.

Trains, coaches or guides and other administrative staff when required.

Remains knowledgeable on organization policies, systems, organizational history, goals, philosophies and purpose.

Maintains employee confidence and protects the organization’s assets by keeping information confidential and applying sound ethical judgement regarding personal    behavior, conduct and business practices, and escalating, managing and reporting issues with transparency.

Adheres to established work schedule, attendance standards and is punctual to work and meetings

Completes all mandatory compliance and regulatory testing within the designated time frame and other compliance assignments including Office of Foreign Assets Control (OFAC), Unusual Activity Reports (UAR), and Security processes.

Front Desk and Office Support

Welcomes visitors, guests, and vendors, issuing and tracking visitor badges as needed, and connecting them to the appropriate staff while providing a welcoming positive introduction to TDECU; liaise with building’s main front desk and security on in-office days.

Minimum Qualifications:  

Education:

• Bachelor’s degree in business administration, human resources, or related field from an accredited institution, or equivalent education and work experience preferred.

Experience:

• Five to Ten years of demonstrated success in supporting C-suite or executive-level leadership.
• Experience with project management and scheduling software is highly preferred.
• Banking experience preferred.
• Experience prioritizing multiple projects and balancing competing priorities.
• Experience in project management with proven ability to multi-task and manage around changing priorities proven experience working effectively with employees at all levels.
• Experience maintaining confidentiality and discretion in all departments.
• Experience in building and maintaining trust with leadership and partners.
• Proficient at looking ahead, anticipating calendar and scheduling needs and making needed adjustments.

Knowledge, Skills, and Abilities:

• Strong personal impact and professionalism.

• Previous office administration experience preferably within a large and complex financial services or similar organization.
• Communicates clearly, articulately and succinctly in both oral and written form, with the ability to communicate to all levels within the organization.
• Demonstrated flexibility, high tolerance for change and ability to learn quickly.
• Able to handle sensitive materials under the pressure of last-