Executive Administrative Assistant

JOB SUMMARY

Delivers University Credit Union’s Service Promises and Core Values to engage in behaviors that create member loyalty. Responsible for providing secretarial and clerical support to the executive staff.  Types and assembles letters, memos, and reports. Answers questions and directs telephone calls and visitors.  Prepares documents and assembles and maintains statistical data.  Records and distributes minutes from Board and management meetings.  Performs and oversees specific projects and programs as assigned. Manages the Board of Directors Extranet and is responsible for communicating, as directed, relevant information to the Board of Directors under the direction of the CEO.

LOCATION

We are passionate about attracting great talent to our team, so this position will be a 100% in office at our Los Angeles Headquarters

ABOUT UNIVERSITY CREDIT UNION

University Credit Union (UCU) is a purpose-driven financial cooperative dedicated to providing everyone in the university community a financial advantage. 

UCU was founded in 1951, on-campus, by a group of UCLA employees.  Over 70 years later, we continue to exclusively serve the university community and have expanded our reach beyond UCLA.  We continue to align ourselves with universities and have expanded our reach to numerous universities across California, the West Coast Conference, Georgia Tech, Western Athletic Conference, and the Big West Conference. 

UCU’s focus has been diversifying and building a foundation for future growth.  By partnering with the university community and related health systems, we can provide products and services tailored to their unique needs.  To best serve our member-owners, UCU delivers on our purpose, to give every member in the university community a financial advantage, by following our three key differentiators:

o We were founded by the University Community for the University Community 

o We provide conflict-free unbiased financial advice from certified professional coaches

o We guarantee our rates on auto loans, credit cards, consumer loans, and HELOCs are ALL within the top 1% lowest nationwide of all federally insured financial institutions. 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1.  Assumes responsibility for the effective performance of all assigned secretarial and clerical functions.

• Receives and screens visitors and telephone calls and either notifies management team members or records and relays messages. 
• Escorts visitors to proper offices and announces them.
• Schedules appointments and arrange travels as assigned.
• Types and assembles a variety of documents including memos, letters, and reports.  Assembles internal reports submitted to the Board of Directors and is responsible for compiling and disseminating the Board Meeting minutes on a monthly basis.
• Composes and edits correspondence for executive staff.
• Files correspondence, memos, records, and reports as assigned.
• Sorts and distributes incoming mail to appropriate executives.
• Communicates with members of the Board, committee members and management regarding dates, locations, and times of Board meeting, committee meetings, and other management meetings.
• Performs miscellaneous clerical and stenographic tasks.

2. Assumes responsibility for preparing and maintaining assigned records and reports. 

• Assembles, tabulates, calculates, and maintains financial and statistical data on a regular basis and special circumstances.
• Prepares documents as assigned.   
• Assembles internal reports submitted to Board of Directors, various committees, and other meetings.
• Drafts minutes from notes and submits to management for revision and final approval.  
• Maintains policy manuals, federal guides, and other library reference material for Board, committees, and management. 
• Coordinates the distribution of the Annual Report. 
• Files and organizes all documents for the Board, committees, and management. 
• Must maintain Board extranet site clean and organized. 

3. Assumes responsibility for maintaining effective business relations with external contacts. 

• Promotes goodwill and conveys a positive image of the Credit Union. 

4. Assumes responsibility for establishing and maintaining effective working relationships wi.th area staff and with management. 

• Assists other area personnel as needed. 
• Keeps management informed of area activities and of any significant problems. 

5. Assumes responsibility for related duties as required or assigned. 

• Performs special operations and manages special projects as assigned. 
• Supports Facilities needs and maintains breakroom snacks and coffee
• Ensures that work area is clean, secure, and well maintained. 
• Arranges all meeting rooms along with amenities, food and beverages, and other accommodations as necessary. 
• Keeps boardroom and the executive conference room clean and neat, and must kept replenished at all times. 
• Supports org event planning as needed  

PERFORMANCE MEASUREMENTS 

1. Typing is accurate, neat, and promptly completed. 
2. Member and staff inquiries are courteously attended to.   
3. Telephone calls and visitors are courteously received.   
4. Documents and reports are promptly and accurately produced and up-to-date.  Files are well-maintained. 
5. Good communication and coordination exist with area personnel and with management.  Assistance is provided as needed.  Management is appropriately informed. 
6. Timely and accurate assistance to management team. 
7. A professional image is projected and maintained. Provide complex and confidential administrative support to the President, Board of Directors and executives and leadership as required. Supports executives and managers in preparing and analyzing data with minimal input.

FLSA Status: Exempt position

Experience

• Three to five years of related experience, preferably supporting a president/ceo or an executive.
• Experience working in financial services preferred.
• Working knowledge of office processes.
• Proficiency in Office Suite, Adobe Acrobat, Docusign, and other software applications.

Education

• B.A. Degree or equivalent of education plus experience in an administrative role.

Physical Requirements

• Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing/descending stairs in emergency situation.
• Must be able to perform sedentary work for extended periods of time.
• Must be able to work extended hours whenever required.

Working Conditions

• Must be able to routinely perform work indoors in climate-controlled shared work area with moderate noise.