Assists the EVP, SVP, and Executive Assistant to the President/CEO with a variety of tasks including the preparation of Board of Director Agenda items, various Board Committee Agenda and Minutes, organizes and expeditiously completes projects. Reviews reports submitted to the EVP or SVP that includes but are not limited to, Human Resource issues, policy issues, financial issues, branch operations issues or other operational issues and initiates responses to the appropriate management staff.
Prepares various financial spreadsheets for EVP/SVP. Performs secretarial and other duties for the EVP’s, SVP’s, or Executive Assistant as directed.
• Ensures that EVP’s, SVP’s, or Executive Assistant is informed of high priority correspondence, projects or calls and acts to help ensure immediate response. Acts as liaison for professional contacts with attorneys, contractors, architects, realtors, or other vendors. Assists with the preparation and expeditious completion of projects. Prepares PowerPoint presentations as requested for EVP’s/SVP’s.
• Composes memos and letters for EVP’s/SVP’s as directed. Types and/or edits correspondence composed by the EVP’s/SVP’s. Compiles material for and prepares Board of Director’s/Committee Agenda’s. Attend and accurately record various Board/Committee meetings and prepare the draft of the Board/Committee minutes. Submits draft of meeting minutes to the appropriate Staff Liaison for review and final edits before sending to Board Secretary or Committee Chairman. Researches member concerns and composes responses to member letters assigned to the EVP’s/SVP’s by the President/CEO. Some administration support to branches/departments as needed.
• Reviews reports submitted to the EVP’s/SVP’s. Notes discrepancies and/or compliance/personnel issues for closer inspection and possible action. Notifies appropriate VP’s via memo requesting explanations and/or documentation, which will be needed for internal and external audit purposes, security review, employee files, etc. Reviews files to ensure responses are received and in order. Maintains files for pre-determined period of time.
• Assists the EVP’s, SVP’s, or Executive Assistant by organizing the daily flow of calls and correspondence in priority order. Assists EVP’s, SVP’s, or Executive Assistant with various projects as requested. Maintains EVP’s, SVP’s, or Executive Assistant’ schedule as directed. Coordinates meetings, and assists as requested. Review incoming calls for appropriate action. Ensures members are forwarded to individuals who can assist them with their needs.
• Assists with Board/Committee Agenda mailing and other Administration projects as requested. Opens EVP’s/SVP’s mail, sorts, and organizes as necessary. When SVP Member Services and Business Services are out of the office for extended periods (i.e. vacations, seminars, etc) their Executive Secretary will report to the Executive Assistant, all other Executive Secretaries and Administrative Aide report directly to the Executive Assistant. Performs other duties as assigned.
• Demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job.
Focus – Focus your full attention by carefully listening to and observing your clients or member.
Connect – Consistently be friendly and approachable. Demonstrate you care.
Understand – Listen empathetically and ask questions (70% to 30%).
Counsel – Recommend solutions based on your client’s or member’s needs and objectives.
Advance – Ensure that member’s or client’s expectations were exceeded.
Verify necessary follow-up actions were completed.
I. SUPERVISION RECEIVED
Work assignments are 35% standard or well-structured, 30% determined by direction, and 35% determined by the incumbent.
The incumbent must use judgment with regards to the EVP’s/SVP’s direct reports’ calls/ correspondence as to properly prioritize them for the EVP/SVP. The incumbent must use judgment with regards to alerting the EVP’s/SVP of possible security/compliance/personnel issues. The incumbent must exercise discretion in the information released to internal and external contacts. The incumbent must use tact and discretion in handling incoming telephone calls.
III. EFFECT OF ERROR
Mis-directing calls/correspondence could cause disruption in the EVP’s/SVP’s work-flow and potentially could cause loss of good will and good relations of EVP’s/SVP’s direct and indirect reports, members, and professional contacts and could damage the good reputation of VyStar. Not providing complete and timely reports to external agencies could cause large fines to VyStar. Not maintaining complete and accurate records could cause unsatisfactory internal and external audits. Correspondences composed illegibly could lead to confusion. Breach of confidentiality or failure to safeguard confidential records could cause embarrassment or result in legal ramifications for the organization, Officials, Executives, Management Staff, and this office, and the possibility of large monetary losses. Clerical errors could cause inconveniences, loss of good will and reputation of VyStar.
IV. PUBLIC RELATIONS
Incumbent is expected to be proficient in maintaining harmonious relations with Officials, Executives, Management Staff, co-workers and other employees. A positive and cooperative rapport is necessary in contact with other financial institutions and businesspersons calling on VyStar. Personal contact with members is limited but frequently telephone calls involve problems or complaints and as such require professional diplomacy.
V. SUPERVISION GIVEN - Number of Employees
VI. SUPERVISION GIVEN - Level
The incumbent may give instructions to VyStar Operators, Call Center personnel and the EVP’s/SVP’s direct and indirect reports as to who handles specific problems. The incumbent may clarify or provide instructions and assist in the training of the Administration Secretarial staff for projects assigned.
VII. PRESSURE OF WORK
Short deadlines are encountered frequently. A significant amount of work is of a confidential nature. Incumbent must be able to adjust to changing and conflicting priorities while completing assignments. Tact, diplomacy and a pleasant composure must be retained in stressful situations. On some occasions, work periods will be longer than the normal workday.
A minimum of five years prior executive or senior level secretarial experience is required, preferably in a financial institution. Experience in operating Windows based computer applications including Microsoft Outlook, Word for Windows, Excel Spreadsheet for Windows, Visio, and PowerPoint is required. Proficiency in dictation and transcription are required. Experience in the operation of the standard office machines such as copiers, fax machines, Dictaphone and calculators are required.
DISCLAIMERS AND WORK ENVIRONMENT
Nothing in this position description is an implied contract for employment. The position description is intended to be an accurate account of the essential functions. The functions are not all encompassing and are subject to change at any time by management.
The work environment characteristics described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
As required or requested, may exert up to 20 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
Experience and Education:
The minimum formal education required is a high school diploma or its equivalent, plus secretarial courses after high school and/or administrative subjects at a college, and/or technical or continuing education. Two years of college is preferred. The candidate must possess a full knowledge of generally accepted office procedures; be a skilled writer and skilled in the use of correct grammar, punctuation and spelling; exhibit solid math skills; have excellent typing skills;
VyStar Credit Union - 17 months ago