Sr Executive Assistant to the Senior Vice Presidents

Description

This position reports directly to the Chief Operating and Financial Officer and is responsible for providing comprehensive support to the Senior Vice Presidents. The ideal candidate will be highly organized and proactive, acting as a strategic partner to our Senior Management Team (SMT). This position requires a high degree of trust and confidentiality, exceptional communication skills, and the ability to thrive in a fast-paced environment.

Major Duties and Responsibilities

Direct and oversee professional support for the Supervisory Committee and various other Committee meetings.

• Ensure meeting minutes are accurately written and distributed, with follow-up as needed.
• Gather, organize and publish necessary information for monthly Supervisory, ALCO, Information Security Steering and MBL Committee meetings.
• Maintain and update Board Effect for users.
• Write action reports or informational items for the SMT as requested.
• Meet all assigned deadlines for the SMT, Board, and Committee member deliverables.
• Maintain and update Credit Union official policies, procedures, and committee minutes and actions.
• Maintain a high level of confidentiality with all information.

Deliver professional and confidential administrative aid to the Senior Management Team.

• Compose letters and memoranda from dictation, verbal direction or from knowledge of organization policy or procedures.
• Draft, edit, and proofread communications, letters, memos, presentations and reports for senior leadership.
• Manage the scheduling, meeting coordination, and logistics for the SMT, ensuring efficient use of their time.
• Prepare or assist in the preparation of assigned reports.
• Coordinate travel arrangements and manage logistics for meetings, events, and conferences.
• Screen and field, phone calls, incoming mail, publications, and other correspondence.
• Conduct research, compile data, and prepare documents or presentations for the SMT's use in discussions and meetings with other Credit Unions, managers, employees, outside individuals, and special projects.
• Take minutes at internal committee meetings.
• File and retrieve documents and reference materials.
• Maintain and update Board Effect for ALCO, MBL, ISSC, and Supervisory Committee meetings.
• Work cooperatively with the Sr. Executive Assistant to the CEO.

Coordinate with select administrative staff ensuring inviting conference room environments.

• Provide guidance and leadership to administrative support staff.
• Proactively identify opportunities to streamline administrative processes and improve efficiency within the department.
• Ensure administration building visitors are greeted with a warm welcome and are shown Blaze's values while onsite.
• As Blaze grows, work with the COO/CFO to determine best in class administrative staffing needs.
• Hire motivated staff as needed.

Additional Responsibilities

• Additional Responsibilities
• Participate in project management steering committee meetings, providing insights and support for organizational initiatives.
• Contribute to the organization's culture and values by supporting employee celebrations and fostering a positive work environment.
• Comply with applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control
• Exhibit Blaze's 5A culture - Ambassador, Achievement, Ambition, Ability and Attitude
• Regular and predictable attendance
• Perform other duties as assigned to support effective department operation.

Requirements

Experience/Education/Certifications/Licenses

• High School diploma or equivalent
• Minimum 4 to 5 years of progressive executive administrative experience

Demonstrated Knowledge

Skilled in:

• Operating a personal computer and various audio-visual equipment in order to efficiently conduct daily business
• Using Microsoft Office products such as Word, Excel, Outlook, Teams, and PowerPoint
• Advanced PowerPoint skills preferred
• Reading, comprehending and interpreting information to staff and SMT
• Basic mathematics

Ability to:

• Coordinate multiple and conflicting priorities to provide support to staff and complete projects in a timely manner
• Respond positively to change and growth to support Credit Union goals and upper management.
• Use clear oral and written communication skills to direct staff and report to upper management
• Communicate and interact with a variety of people, to promote the Credit Union and build strong member relationships
• Assist in solving problems quickly and efficiently to support staff and provide service to our members
• Show leadership to guide other administrative staff

Communication Skills

• Serve as the primary point of contact for the SMT, demonstrating professionalism and discretion in all interactions. Utilize strong verbal and written communication skills to convey messages clearly and concisely.
• Facilitate communication flow by scheduling and organizing meetings, conference calls, and appointments. Ensure all relevant parties are informed and prepared with necessary materials.
• Manage incoming communications such as emails, phone calls, and inquiries, prioritizing and delegating tasks appropriately. Utilize communication tools and platforms effectively to streamline processes.
• Build and maintain positive relationships with internal and external stakeholders, including members, vendors, and regulatory agencies. Serve as a liaison to represent the SMT professionally and courteously.
• Act as a mediator in resolving conflicts or misunderstandings, employing active listening and problem-solving skills to achieve amicable resolutions.
• Collaborate with other administrative staff to ensure cohesive communication and support across departments. Share best practices and provide guidance to enhance overall communication effectiveness.

Physical Requirements

Ability to sit and stand; answer calls; operate computer; interact with internal staff and public on the phone; travel to designated offices; lift up to 20 lbs.

Diversity creates a healthier atmosphere, and we encourage diverse applicant depth and breadth. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

We are committed to providing salary ranges for all open positions. Please note that the specific compensation for this role will be determined based on your experience, qualifications, location, and internal equity considerations.

The salary range for this position is: $76,635.60 -$114,953.40. This range reflects the base salary for this position. We have other benefits associated with this position which include: low-cost medical (as low as $20 a paycheck), dental insurance, vision insurance, quarterly bonuses, generous vacation and sick time hours, paid leave options, up to 6% 401k contribution, and tuition reimbursement.