POSITION TITLE: Senior Executive Administration and Events Assistant

REPORTS TO: Executive Administration and Events Manager

SUPERVISES: None

JOB STATUS: Non-Exempt

JOB GRADE: 10 - $ 23.33 to $29.17 per hour Targeted Hourly Salary

JOB SUMMARY:

The Senior Executive Administration & Events Assistant provides comprehensive, high-level support to the Executive Administration & Events Manager, executive leadership team, and relevant parties in coordinating major events, company & community functions, and matters pertaining to the Executive Office of the Credit Union. This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple priorities simultaneously. This role is also expected to lead certain initiatives, manage board and supervisory committee meetings, and mentor junior administrative staff when needed, while ensuring strict confidentiality and professionalism are maintained.

All employees of State Employees Credit Union are proactive, results driven, and fully committed to the Credit Union's mission and vision. They strive to achieve the highest standards of excellence and consistently exceed the expectations established by Credit Union Management.

Duties/Responsibilities:

Provide advanced administrative support to the Executive Leadership Team and the Executive Administration & Events Manager, managing complex calendars, travel arrangements, and communications.

Lead the coordination of major events such as the Annual Meeting, Holiday Party, and other employee events, including budget management, vendor negotiation, and on-site supervision.

Act as the primary point of contact for high-priority projects, ensuring deadlines are met and reporting regularly on progress to the Executive Administration & Events Manager.

Handle sensitive and confidential information with discretion and tact, including personnel files, executive communications, and strategic planning documents.

Prepare and review executive-level reports, presentations, and correspondence, ensuring accuracy and professionalism standards are met or exceeded.

Develop and implement process improvements for administrative and event coordination tasks to increase efficiency, effectiveness, and optimize employee experiences.

Independently manage special projects, from inception to completion, including coordinating cross-departmental efforts and leading project meetings.

Assist in financial tracking, including budget preparation for events and executive-related expenses, ensuring cost-effective practices and relevant company policies are followed.

Prepare for approval the monthly expense reports as needed.

Retrieve information as requested from records, email, meeting minutes, and other related documents; prepare written summaries of data when needed.

Greet Members and ensure their needs are directed to the correct department/employee.

Coordinate all aspects of Board and Supervisory Committee meetings, including the preparation and distribution of agendas, minutes, and related materials.

Communicate with Board and Supervisory Committee members to schedule meetings, ensure timely delivery of information, and address any logistical needs.

Maintain records of Board and Supervisory Committee meetings, ensuring compliance with organizational policies and legal requirements.

Performs other duties as assigned.

Required Skills/Abilities:

Exceptional verbal and written communication skills with the ability to interact effectively at all levels of the organization, including Board and Supervisory Committee members.

Advanced organizational and time management skills, with the ability to prioritize tasks and manage competing demands effectively.

Proven ability to lead projects and events, with strong problem-solving skills and a proactive approach.

High level of discretion, confidentiality, and tact in handling sensitive information.

Ability to function well in a high-paced and at times stressful environment.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).

Patience, tact, and enthusiasm when serving Members, fellow staff, and the public.

Ability to evaluate, interpret information, and make sound, independent decisions.

Ability to multi-task and effectively manage competing priorities.

Experience in budgeting and financial tracking related to event planning, executive support, and board administration.

Expected to participate in company meetings, community events, and similar engagements as an ambassador to the organization and its mission. These include events that although ordinarily will be during business hours, does include weekends and evenings as announced.

Job Related Travel - As required.

Education/Experience:

Education or experience equivalent to a Bachelor's Degree, plus 3 to 5 years of progressively responsible experience in an executive administrative or events management role, with at least 2 years in event coordination, project management, and/or board administration.

General Requirements:

Must be capable to execute all terms and conditions set forth in the Employee Handbook, including but not limited to:

Works in a safety conscious manner which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace.
Adheres to policy on Drug Free Workplace.
Complies with company policies and procedures and local, state and federal regulations.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.
Some standing, walking, kneeling, stooping, bending and lifting.
Must be able to lift 15 pounds at time.
Must be able to access and navigate each department at the organization's facilities.

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