Executive Administrative Assistant at FIRST FINANCIAL CREDIT UNION

Albuquerque, New Mexico, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Feb, 26

Salary

0.0

Posted On

05 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Confidentiality, Report Preparation, Meeting Coordination, Minute Taking, Data Compilation, Policy Maintenance, Communication, Microsoft Office, Transcription Skills, Travel Coordination, Expense Management, Volunteer Management, Insurance Documentation, Strategic Planning, Organizational Skills

Industry

Banking

Description

Description Summary Provide & coordinate administrative support to the senior executives & Board of Directors which involves exposure to sensitive information & high-level contacts necessitating considerable use of tact, diplomacy, discretion & judgment; always maintains confidentiality Essential Functions 75% Prepares reports for presentation to State of New Mexico FID & NCUA officials including monthly Board packet. Maintain and update Bylaws of the Credit Union Assists the President/CEO & Board Chair with the preparation of monthly Board meetings. Ensure notices, agendas & reports are provided in accordance with Board guidelines. Attends all Board meetings to provide accurate meeting minutes. Attend Board Governance committee meetings which oversees all processes and practices of common concern for the Board, other Volunteers and the Credit Union. Maintain & update Volunteer’s online portal including agenda items, Volunteer handbook, CU policies & any other documentation or resources pertaining to Volunteers. Compile data for monthly teller/member service operations reports. Prepare agendas, take, transcribe, distribute minutes of meetings including but not limited to: ALCO, Asset Review, Indirect Lending, Loan Committee & any other committee responsibilities that may be assigned. Handle all operational, day-to-day duties pertaining to Credit Union Services, Inc. and Credit Union Auto Services, Inc. Update rate sheets for shares & loan products and upload to the intranet and coordinate with departments responsible for rate changes. Coordinate scholarship program for Scholarship Committee which includes receiving & preparing scholarship applications, all correspondence with applicants, sending checks to colleges. Participate in annual review of insurance products. Provide necessary documentation. Prepare all COIs as needed. Submit insurance claims for payment. Coordinate all aspects of the Board’s Strategic Planning Retreat Coordinate Volunteer holiday dinner/gifts Prepare/submit volunteer expense reimbursements Audit volunteer expense reports for policy/compliance. Monitor corporate card expenses for Volunteers for policy/compliance. Assist Volunteers with conference travel. Track Volunteer training/conference records for compliance with the Volunteer Education policy. Track Volunteer conference travel for 1099 reporting 5% Assists CEO & Senior Executives with various tasks/projects including scheduling appointments/meetings, setting up conference calls, correspondence & creating spreadsheets/presentations/meeting agendas. Maintains correspondence & business files for the President/CEO. 10% 3. Coordinates annual review of all credit union policies. Update/maintain policies on the company intranet site; maintain master spreadsheet with revision information. Maintain filing system of all current/new contracts; maintain database of documents. Prepare documentation to present new SEGs to the Board of Directors and State of New Mexico FID for approval. Maintain Field of Membership list and upload to the company intranet stie. 5% 4. Acts as point of contact for Executive Department; answers telephone, disseminates information or resolves questions, &/or routes calls to appropriate individual. Assist with travel & conference for Executive Staff & Volunteers. Non-essential Functions 5% 1. Performs support duties such as ordering office supplies, sorting/distributing mail, maintaining filing system. Expectations Provide courteous & professional service by establishing positive & supportive relationships with internal/external members. This position involves maintaining & keeping current all CU official policies & procedures. Requirements Qualifications Education: High school graduate or equivalent Experience: 5 years similar or related experience and or combination of experience & education. Knowledge, Skills, Abilities: Proficient and high-level knowledge of personal computers including all Microsoft Office, applications/software and transcription skills sufficient to take accurate minutes

Responsibilities

The Executive Administrative Assistant provides and coordinates administrative support to senior executives and the Board of Directors, ensuring confidentiality and professionalism. Key tasks include preparing reports, managing meeting logistics, and maintaining organizational policies and documentation.