Dover Federal Credit Union - Dover, DE

posted 8 months ago

Full-time - Entry Level
Hybrid - Dover, DE
Credit Intermediation and Related Activities

About the position

The Executive Administrative Assistant at Dover Federal Credit Union plays a crucial role in providing high-level administrative support to the executive team, specifically reporting to the VP of Corporate Administration. This position requires a high degree of confidentiality, communication skills, and independent judgment, as the assistant will serve as a liaison between the Credit Union Team and the Board of Directors. The role encompasses a wide range of complex duties that are essential for the smooth operation of the executive department. In the Executive Department, the assistant will perform various clerical and administrative tasks, including drafting meeting minutes, letters, memos, invoices, and reports. Maintaining records and oversight of action items is critical, as the assistant will track assignments to ensure timely responses. Scheduling and attending meetings on behalf of executives, taking notes, and recording minutes are also key responsibilities. The role requires expert technical skills to automate tasks and assist with special projects, including handling legal paperwork and confidential documents as needed. The assistant must maintain expert knowledge of the electronic board package software/application to facilitate both on-site and remote meeting participation, ensuring overall meeting readiness. In terms of administrative duties, the assistant will coordinate overall activities for the executive department, which includes maintaining the department calendar, preparing reports, greeting visitors, supporting meetings, distributing mail, managing office supply inventory, and overseeing general repairs in accordance with policies and budgetary restrictions. Coordination with facilities and vendors for the maintenance of departmental equipment is also part of the role, ensuring that all equipment is in good working order. The assistant will work across various departments to manage flower and memorial donations, as well as birthday and holiday card distributions, in line with established policies. Additionally, the assistant will maintain contact lists for outside vendors and independent parties and complete expense reimbursement requests. Serving as a Notary is also a requirement of this position. For the Board of Directors, the assistant will ensure the smooth execution of monthly board meetings, which includes pre-meeting preparation, providing technical support, and taking meeting notes. The assistant will prepare weekly leadership meeting packages and maintain an index of board meeting articles for easy reference and retrieval. Supporting executives in preparation for board committee meetings and managing subscriptions and memberships for the Board and Supervisory Committee are also essential functions of this role. Furthermore, the assistant will oversee the production, editing, content coordination, data collection, and archiving of routine projects, such as the Strategic Plan and Annual Report, while acting as a liaison with marketing, human resources, facilities, and the executive department to ensure the smooth execution of corporate-wide and board-related events and projects.

Responsibilities

  • Provides high-level administrative support and assistance to the executive team.
  • Performs clerical and administrative tasks including drafting meeting minutes, letters, memos, invoices, reports, and the like.
  • Maintains records and oversight of action items, tracking assignments to ensure timely responses.
  • Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
  • Uses expert technical skill to automate tasks on an ongoing basis.
  • Assists with special projects, such as legal paperwork and confidential documents, as directed and needed.
  • Maintains expert knowledge of the electronic board package software/application, facilitating on-site and remote meeting participation.
  • Coordinates overall administrative activities for the executive department, including maintaining the department calendar and report preparation.
  • Coordinates with facilities and vendors for the maintenance of departmental equipment.
  • Works with various departments to ensure flower/memorial donations and card distributions are conducted in accordance with policies.
  • Maintains contact lists for outside vendors and independent parties.
  • Completes expense reimbursement requests.
  • Serves as a Notary.
  • Ensures smooth execution of the monthly board meeting, including pre-meeting preparation and technical support.
  • Prepares the weekly leadership meeting packages.
  • Maintains the index of board meeting articles for ease of reference and retrieval.
  • Supports executives with preparation for board of director committee meetings.
  • Maintains Board and Supervisory Committee subscriptions and memberships.

Requirements

  • High level of administrative support experience, preferably in an executive setting.
  • Strong communication skills and ability to maintain confidentiality.
  • Expertise in using electronic board package software/application.
  • Proficient in drafting various documents such as meeting minutes, letters, and reports.
  • Ability to manage multiple tasks and prioritize effectively.
  • Strong organizational skills and attention to detail.
  • Technical skills to automate tasks and assist with special projects.

Nice-to-haves

  • Experience in a financial institution or credit union environment.
  • Familiarity with board meeting procedures and protocols.
  • Notary public certification.
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