Administration - SUP - SR Executive Assistant To President/CEO

  • Job Reference: 462944154-2
  • Date Posted: 2 January 2022
  • Recruiter: Golden1 Credit Union
  • Location: Sacramento, California
  • Salary: On Application
  • Sector: Administration
  • Job Type: Permanent

Job Description

TITLE: Supervisor - Sr Executive Assistant to President/CEO
DEPARTMENT: Administration
JOB STATUS: Exempt
JOB CODE: 11058

GENERAL DESCRIPTION:

The Sup - Senior Executive Assistant to the President and CEO will serve to maintain the credibility, trust, and support of the Office of the President and CEO. The Sup - Senior Executive Assistant will also supervise Executive and Administrative Assistants and similar positions within Executive Administration. Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO and serves as a liaison to the Board of Directors and executive management. Collaborates with the President and CEO to successfully leverage the President and CEO's time and ensures the President and CEO's schedule is followed and respected. Maintains a realistic balance among multiple priorities and anticipates the needs of the President and CEO. Works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

TASKS, DUTIES, FUNCTIONS:
  1. Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.
  2. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the CEO, Board of Directors, and Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO. Monitoring information flow sometimes acting as a gatekeeper, ensuring a CEO's involvement in a project or decision-making process at the right moment.
  3. Communicate directly, and on behalf of the President and CEO, with Board members.
  4. Serve as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings, Board committee meetings, and events: schedule meetings; draft agendas; develop, compile, and distribute meeting and presentation materials; and record meeting minutes.
  5. Attend Board, Committee, and meetings as requested. Record and prepare minutes in conformity with best practices. Prepare summaries for follow up and then follow through to completion.
  6. Serve as liaison between staff, executives, senior leaders, and CEO, regarding company climate, employee well-being, project updates, and planning.
  7. Create and maintain internal cross-department and external relationships to enable CEO, Board, and Executive Team success. Build and develop relationships with all employees for increased efficiency and effective responsiveness into existing operations, and help to define new operational strategies, collaborating with the CEO and Executives on special projects as requested.
  8. Use knowledge of CEO's style and preferences to inform decisions with stakeholders and influence communications, special projects, reports, presentations, etc.
  9. Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting, preparing, and distributing information for meetings with internal and external parties; and composing and preparing correspondence.
  10. Independently evaluates information and provides feedback on observations, trends, etc.
  11. Review and provide feedback for CEO's internal and external communications including speeches and presentations.
  12. Assist with preparing the President's Monthly Report with wide distribution coverage. Track and monitor assignments and initiatives discussed at CEO and Board meetings or in Board reports.
  13. Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
  14. Identify issues before they become problematic and offer innovative solutions that are in compliance with policies.
  15. Research, prioritize, and follow up on incoming issues and concerns addressed to the President and CEO. Determine appropriate course of action, referral, or response. Interact with all levels on issues or concerns and make decisions as necessary. Investigate member concerns for President and CEO. Exercise tact, judgment, initiative, and knowledge of Senior Management's functional areas to determine those that can be handled by subordinates, staff, and other offices.
  16. Compose executive-level communications for signature by or on behalf of the President and CEO. Create, develop, modify, and analyze reports using business best practices. Distribute reports timely and accurately to senior management and/or to the Board of Directors. Consolidate large amounts of data and information into an easy-to-read format.
  17. Coordinate corporate events and functions, as needed.
  18. Coordinate Board, Committee, and Senior Management attendance at corporate sponsorships, events, and offsite meetings, as necessary.
  19. Drive the Office of the President and CEO by managing an extremely active calendar of appointments and prioritizing accordingly; provide the President and CEO with background information, meeting summaries, and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
  20. Coordinate conference scheduling and registration of travel arrangements for the President and CEO. Prepare complex and detailed travel arrangements and itineraries in an organized and useful manner. Prepare CEO for meetings and travel by providing necessary information and reports for engagement.
  21. Complete CEO expense reports and supervise approval process for direct reports.
  22. Greet and screen visitors in a friendly and helpful manner. Tactfully handles inquiries/concerns, including those seen as confidential or sensitive in nature. Provide a bridge for smooth communication between the President and CEO's office and internal departments.
  23. Supervise Executive and Administrative Assistants and the Products and Delivery Executive Analyst within Executive Administration. Oversee daily operations through collaboration with Executive Team ensuring the success and exceptional support of the Executive Team. Foster ongoing development and teambuilding opportunities to ensure strong individual and team performance.
  24. Assign and delegate tasks and projects to Executive and Administrative Assistants and the Products and Delivery Executive Analyst as appropriate.
  25. Coordinate responsibilities of Executive and Administrative Assistants and the Products and Delivery Executive Analyst while evaluating workloads.
  26. Collaborate with EVP/SVPs to provide guidance and coaching to Executive and Administrative Assistants and the Products and Delivery Executive Analyst.
  27. Ensure a consistent and effective executive support experience.
  28. Foster a positive and engaging work environment for each team member by promoting skill development, coaching for improvement and growth, inspiring others through your words and actions, ensuring positive employee morale throughout Golden 1, and embracing our mission, vision and core values.
  29. Maintain a thorough understanding of Board and Corporate policies.
  30. Maintain a thorough understanding of state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position
  31. Perform other assignments as required.


PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASKS:
  1. Effective oral and written communication skills required to drive the Office of the CEO.
  2. Must possess sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as financial calculators, personal computer, facsimile machine and telephone.


ORGANIZATIONAL CONTACTS AND RELATIONSHIPS:
  1. INTERNAL: All levels of staff and executive management, Board of Directors, Supervisory, and Committee members.
  2. EXTERNAL: Members, regulators, credit union industry associations, community and strategic partners, travel agency personnel, and other individuals and groups contacting senior management and the Board of Directors.


QUALIFICATIONS:
  1. EDUCATION: Minimum of AA degree in business related courses. Bachelor's Degree in business or related major preferred.
  2. EXPERIENCE: Five plus years of recent experience performing executive assistant and/or project management work for senior management positions, preferably at the President and CEO level.
  3. KNOWLEDGE/SKILLS:

    • Proven work experience as a team leader or supervisor.
    • Superb professionalism, tact, diplomacy, and discretion.
    • Proactive mentality with excellent problem solving and judgment skills in a fast paced setting and with a strong work ethic. Anticipate assistance by identifying issues, needs, options, and solutions before being asked.
    • Knowledge of the Credit Union and its goals and awareness of business initiatives and priorities
    • Quick learner, responsive, ability to multi-task, and strong time and calendar management and organizational skills.
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