Executive Assistant at Pacific Service Credit Union

Concord, California, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Jun, 26

Salary

57.4

Posted On

18 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Schedule Management, Drafting Communications, Travel Coordination, Expense Reporting, Material Preparation, Meeting Coordination, Minute Taking, Record Maintenance, Project Support, Confidentiality, Communication Skills, Problem Solving, Attention To Detail, Microsoft 365 Suite

Industry

Banking

Description

Working for Pacific Service Credit Union: We put people first. That includes our members, our employees and the communities we serve. We hire energetic and enthusiastic people who want to work as part of our team. What’s in it for you? Health insurance coverage: We provide our employees with 100% premium employer-paid medical, dental, vision, disability and basic life insurance for full-time employees and a low monthly premium for eligible dependents. 401k: We contribute 3% of your base salary to your 401k account regardless of whether you contribute or not. In addition, we match 75% of your contributions up to the first 3% of eligible compensation beginning after your first day of employment and up to 6% after three years of service. Bonus program: All employees are rewarded for attaining our annual organizational goals. Tuition Reimbursement program for employees eligible after six months of service. Recognition program where employees can be nominated by management, their peers or by members. Employee referral bonus. Student Loan Repayment Assistance: Contributions toward your student loans every month by the credit union after six months of service. Employees are eligible to receive a consumer loan rate discount Vacation and sick time: Full-time employees receive more than two weeks’ vacation per year, 11 paid holidays and 10 days of sick leave. Our Hiring Process: We believe it’s important for you to know where you stand in our hiring process. Below is an outline of the steps we take to make the best hires possible. Apply: Submit your resume for one of our job openings. Our Talent Team and our partner – Total Quality Consulting (TQC Team) will review your submitted information and will call or email successful applicants for an interview as soon as possible. In-Person Interview: After a screening call with TQC, we’ll invite a final number of candidates to our office for an in-person interview or set up a live Zoom meeting with the hiring manager(s). If we believe that you have what it takes, we'll make an offer and provide next steps in the hiring process! About this Role: At Pacific Service Credit Union, we are committed to strategic growth through trust, innovation, and operational excellence. By empowering our internal teams with the tools and support they need to succeed, we strengthen organizational efficiency, ensure compliance, and advance our mission of enhancing member financial well-being. The Executive Assistant is responsible for performing high-level administrative support for the Executive Vice President and other assigned executive leaders in a shared services model. This role coordinates and completes administrative and operational tasks, prepares and produces executive materials, and assists with special projects to support efficient leadership operations. The Executive Assistant researches issues, recommends solutions, and collaborates with internal and external stakeholders. The position maintains confidentiality, professionalism, and discretion while managing multiple priorities. By delivering proactive support, the Executive Assistant contributes to the effectiveness of executive leadership and the achievement of organizational objectives. This role requires an organized and dependable individual with strong communication skills and the ability to complete tasks accurately and on time. The position supports the team and organization by assisting with day-to-day activities, completing assigned projects, and contributing to efforts that advance organizational goals and uphold core values, while enhancing member/service outcomes. Essential Job Functions: * Manage comprehensive administrative support for assigned executive leaders, including maintaining complex calendars; proactively managing schedules, priorities, and competing demands; drafting executive communications; independently managing incoming correspondence and calls; coordinating travel; and preparing and reconciling expense reports. * Prepare and produce executive materials—including presentations, letters, memos, spreadsheets, and other correspondence—ensuring accuracy, professionalism, and appropriate formatting. * Coordinate meetings and events, including committee, cross-functional, leadership, and Board meetings; prepare and distribute materials; capture and circulate meeting minutes; manage logistics; and support team engagement activities, offsites, and leadership sessions. * Collaborate with the Chief of Staff and Executive Assistants to support enterprise-wide planning, initiatives, and events, and serves as a backup to ensure continuity of executive support. * Maintain executive records and information in accordance with confidentiality, professionalism, and record-retention standards, and perform special, sensitive, and confidential assignments as requested. * Provide administrative and operational support to additional executive team members and cross-functional initiatives, aligning efforts with enterprise priorities. * Support project and initiative execution by tracking key deliverables, milestones, and deadlines; coordinating cross-departmental meetings and follow-ups; maintaining visibility of strategic and operational activities; and supporting reporting across the assigned organization. * Contribute to company innovation and continuous improvement. Foster a culture of evolution by adapting to changes, optimizing processes, and contributing to the growth and success of the organization. * Demonstrate accountability in your work by taking ownership of responsibilities, setting clear goals, meeting deadlines, and delivering high-quality results. Act with integrity, follow through on commitments, and uphold professional standards. * Support and uphold company culture by aligning your work with the credit union’s mission and values, contributing to a positive, high-performing environment. * Demonstrate dependable performance including attendance and punctuality, recognizing that it is essential to organizational excellence and operational success. * Comply with all anti-money laundering laws, including the Bank Secrecy Act, OFAC regulations, and the USA PATRIOT Act, as well as all related policies and procedures. Supporting Functions: * Provide back-up and support to management, as directed. * Performs special projects and other responsibilities, as directed. Competencies: The following competencies are essential for success in this role: Job knowledge: Demonstrates solid job expertise; learns and applies new skills effectively; works with minimal supervision; understands how work impacts others; uses resources efficiently. Delivers accurate, thorough work; proactively reviews processes; prevents recurring issues; ensures deliverables meet all standards, expectations, and deadlines. Identifies issues early; gathers and analyzes information effectively; develops alternatives; resolves problems promptly; contributes productively to group solutions. Knowledge of Robert’s Rules of Order is a plus. Effective communication: Communicates clearly and concisely; tailors messages to audience needs; engages listeners; keeps stakeholders informed. Demonstrates expert oral and written communication skills appropriate for senior executive and Board interactions; prepares concise, timely meeting minutes; and exercises sound judgment and business acumen. Problem solving: Identifies issues early; gathers and analyzes information effectively; develops alternatives; resolves problems promptly; contributes productively to group solutions. Maintains the highest standards of confidentiality, diplomacy, and professionalism; remains composed under pressure; and can be trusted with sensitive information at all times. Quality of work: Delivers accurate, thorough work; proactively reviews processes; prevents recurring issues; ensures deliverables meet all standards, expectations, and deadlines. Highly skilled in calendar and schedule management; effectively prioritizes and manages multiple tasks with exceptional attention to detail; applies strong analytical and problem-solving skills; and thrives in a fast-paced, changing environment with an agile, self-directed mindset. Member focus: Shows courtesy and professionalism; manages difficult situations constructively; meets commitments; responds promptly; seeks feedback to improve service. Serves as a trusted, reliable resource known for sound judgment, follow-through, and a positive, “great-to-work-with” demeanor. Collaboration: Builds strong working relationships; demonstrates tact and professionalism; supports others; works cooperatively; helps resolve conflicts productively. Brings an enthusiastic, flexible, and inquisitive work style; builds strong partnerships with executives and colleagues; balances competing demands; and maintains focus on key outcomes. Execution: Translates strategy into action; pursues goals with focus and urgency; commits the necessary effort; implements plans efficiently and delivers results within required timeframes. Required Minimum Qualifications: Education: * Bachelor’s Degree from an accredited college or university. Experience: * Minimum of 5–7 years of experience supporting senior executives, preferably within a complex or matrixed organization. * Highly proficient in Microsoft 365 Suite, including Teams and SharePoint, as well as project management and CRM tools such as Monday.com, Asana, Smartsheet, Salesforce, and Concur. Skilled in using video conferencing platforms, including Microsoft Teams and Zoom. * Excellent oral and written communication skills. * Must be proficient in computer programs (e.g., Microsoft Office Suite). Preferred Qualifications: * Experience working in strategy, operations, or project-oriented environments, strongly preferred. Physical Requirements: Hearing: Ability to hear and comprehend spoken communication in person and over the phone. Vision: Ability to view computer screens and read documentation with clarity and accuracy. Verbal Communication: Ability to speak clearly and effectively to interact with colleagues and/or members. Frequent use of telephone headset may be required. Manual Dexterity: Proficient use of hands and fingers for typing, operating office equipment, and handling documents. Posture and Endurance: Ability to sit or stand at a workstation for extended periods; adjustable sit/stand desk options may be available to support comfort. Mobility: Ability to move within the office environment to attend meetings or assist colleagues, as needed. Lifting and Carrying: Occasionally required to lift and carry materials weighing up to 30 lbs. Other Information: Hours Required: A work schedule of Monday through Friday, generally 8 a.m. to 5 p.m., with some alternate work schedules. This position is eligible for the credit union's telecommute policy. Travel Requirements: Less than 20% local travel required. Limited travel during the work schedule, primarily for training, meetings, or special projects. Work Environment: This position is based on climate-controlled office environment with ergonomic workstations in a two-story building with and elevator. Subject to the standard background noise found in an office environment. Natural light from large windows, supplemented by artificial lighting to ensure a comfortable working atmosphere. Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Responsibilities

The Executive Assistant provides high-level administrative support for the Executive Vice President and other executives, coordinating operational tasks, preparing executive materials, and assisting with special projects to ensure efficient leadership operations. This role involves managing complex calendars, drafting correspondence, coordinating meetings and events, maintaining confidential records, and supporting project execution across the organization.