Executive Assistant

Description

Status: Exempt

Reports To: President/CEO

Level: Non-Management

Job Summary:

The Executive Assistant provides advanced, confidential administrative and organizational support to the President/CEO and executive team. This position plays a critical role ensuring the efficiency of executive operations and maintaining professional communications with internal and external stakeholders. Additionally, the Executive Assistant manages oversight of building maintenance and vendor coordination, ensuring the facility operates efficiently and complies with safety standards. The Executive Assistant regularly exercises own initiative, discretion, and independent judgment to make decisions and complete tasks. 

This position may be eligible for a hybrid work schedule of up to one to two remote workdays per week after the completion of training and demonstration of proficiency in the role. Hybrid work arrangements are subject to operational needs and management approval.

Essential Duties and Responsibilities:

Executive Administrative and Support - 35%  

• Provide high-level confidential administrative support to the President/CEO and executive team. Manage and maintain calendar, travel, communications, and priorities using discretion and judgement. Prepare and edit reports, correspondence, manuals, spreadsheets, presentations, and other sensitive documents. Independently resolve scheduling conflicts and oversee communications on behalf of executives.
• Conduct research and prepare statistical and financial reports to assist the President/CEO in the development of a variety of plans, documents, or reports.
• Responsible for the maintenance and dissemination of policies. Organize and maintain electronic and physical files, ensuring records are up to date and easily accessible.
• Act as the primary point of contact for internal and external audits and regulatory examinations. Gather requested materials, track responses, and manage follow-ups activities to ensure timely resolution.
• Support special projects and initiatives as assigned by the President/CEO.
• Coordinate company-wide events, including annual membership meeting/election, strategic planning sessions, and holiday events. Manage logistics, communication, planning and collaboration with executive leadership. 
• Schedule and manage meetings, ensuring seamless logistics (meeting rooms, catering, technology, etc.), agenda preparation, taking notes, action item tracking and monitoring, and coordination of attendees’ schedules.

Executive Liaison and Board Support - 25%

• Serve as a key liaison between the executive team, credit union staff, board members, vendors, and external partners. Coordinate board and leadership meeting logistics, prepare and review board packets, and ensure timely delivery of confidential materials. Use judgment to manage executive-level relationships and meeting content.
• Responsible for renewing and maintenance of the Supervisory Committee’s P.O. Box.
• Serve on key internal committees, including election committee. Provide administrative and support for document creation and retention, including agenda preparation, taking notes, tracking and monitoring action items, and coordination of attendees’ attendance.

Facilities and Vendor Oversight - 30%

• Oversee building operations and maintenance by managing vendor relationships, service contracts, routine and emergency maintenance (indoor and outdoor), including janitorial, electrical, plumbing, HVAC, landscape, carpet, elevator, lighting, renew business license, and coordinate annual inspections (fire extinguisher), etc. Review and negotiate facility agreements, coordinate preventive maintenance schedules, and ensure compliance with health and safety standards. Responsible for office and building supplies, and serve as dual control for all building, desk, and office keys. 
• Exercise discretion in vendor selection, budgeting, and prioritization of building projects and maintenance. Primary point of contact for Cerritos building-related vendors and service providers.

Office Supply Management - 10%

• Manage essential office systems including supply procurement, equipment service contracts, maintaining and ordering inventory of branded stationery (logo envelopes, checks, statement stock, etc.), vouchers and receipt paper cost-effectively for all locations. Review office-related purchases and ensure cost-effective solutions in collaboration with executive leadership. 
• All other duties as assigned or requested by President/CEO.
• 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.

Requirements

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities:

• High School degree or equivalent.
• A 2-year college degree or completion of a specialized course of study at a business or trade school is highly preferred.
• At least 5 years of similar or related experience in Executive Assistant or similar administrative support role. 
• Experience supporting a CEO or executive team preferred.
• Strong listening, communication (verbal and written), organization and decision-making skills.
• High level of discretion and maintain a high level of confidentiality. 
• Ability to read, analyze, and interpret procedures, or regulations.
• Strong writing, editing and proofreading skills to compose reports, business correspondence and procedural manuals. Ability to effectively present information and respond to questions from management, members, vendors, and the general public.
• Required to work occasional evening and weekend work for emergency repairs or special projects.
• Must be capable of regular, reliable, and timely attendance.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Experience scheduling travel arrangements for management.
• Demonstrated computer proficiency within a Windows environment. Must be able to routinely perform work on a computer for an average of 6-8 hours per day. 
• Support experience in a financial service, sales or marketing environment highly desirable.
• Must be bondable.
• Must comply with all Bank Secrecy Act (BSA) and other Anti-Money Laundering (AML) Laws and Regulations, as they pertain to federal guidelines and internal policies and procedures.  
• Must complete compliance training to ensure adherence to legal and regulatory requirements, including security awareness and BSA training.

Physical Demands and Work Environment:

The physical demands described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 30 lbs. Must be capable of climbing/descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals, keyboards, telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on a computer for an average of 6-8 hours per day. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable, and timely attendance. The employee is frequently required to talk or hear, walk, reach with hands and arms; and stoop, or kneel. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

Working Conditions:

This position is onsite at the Credit Union’s corporate office. Must be able to routinely perform work indoors in climate-controlled shared work area with moderate noise.

Work Schedule and Onsite Requirement:

The Credit Union’s core business hours are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. Flexibility to work early mornings, evenings, or occasional weekends is required based on executive schedules, board meetings, special events, and facility and maintenance needs. This position oversees the maintenance, safety, and daily operations of the Credit Union’s corporate building. Regular onsite presence is required to oversee facility operations and support business needs to ensure safe, secure, and functional environment for employees and members.

Mental and/or Emotional Requirements:

The employee must be able to perform job functions with supervision and work effectively either on own or as part of a team. Must be able to read and conduct various instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform mathematical calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of member service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively manage multiple, simultaneous, and changing priorities. Must be capable of exercising the highest level of discretion on confidential matters.