Patelco Credit Union

  • Executive Assistant III

    Job Locations US-CA-Pleasanton
    Req No.
    2018-3007
    Category
    Administration
    Type
    Regular Full-Time
  • Overview

    In this role, responsibilities will include providing executive administrative support to assigned Executive Leadership Team members and the Board of Directors, and support for the President/CEO as needed.  The successful candidate will be professional, poised and detail oriented.

    Responsibilities

    • Provide executive support to assigned Executive Leadership Team members and the Board of Directors. Assist CEO as needed
    • Manage assigned Executive Leadership Team members’ calendars and prepare meeting materials
    • Transcribe Executive Leadership Team committee minutes, Board of Directors meeting minutes and Board committee minutes
    • Coordinate and prepare Board meeting packages and Board committee packages
    • Create correspondence, reports, meeting notes, presentations, memos, charts, and tables
    • Prepare Executive Leadership Team and Board of Directors expense reports as needed
    • Maintain, update and organize electronic files and department reports
    • Maintain conference room calendars, book meeting rooms, provide meeting setup and support, catering, etc.
    • Prioritize tasks and set and maintain schedules for assigned Executive Leadership Team members
    • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with tight deadline commitments
    • Answer CEO’s phone as needed
    • Manage travel and conference arrangements for the Executive Leadership Team and the Board of Directors
    • Schedule and coordinate meetings and events with both internal and external attendees
    • Gather appropriate materials from department heads in preparation for meetings and presentations
    • Complete other projects and special assignments by establishing objectives, determining priorities, managing timelines, and gaining cooperation of others
    • Provide support and back up for other Executive Assistants and Receptionist as needed
    • Communicate effectively and cross-train with other Executive Assistants
    • Maintain confidentiality and show discretion at all times
    • Other duties as assigned

    Qualifications

    Minimum Qualifications

    • 5+ years of experience managing day-to-day operations at the Executive level
    • Bachelor’s degree preferred or equivalent experience
    • Proven experience interacting with senior management and Board of Directors

    Competencies Required

    • Strong verbal and written communication skills with a high standard of professionalism and attention to detail
    • Strong knowledge and proficiency with Microsoft Office applications including Outlook, Word, Excel and PowerPoint
    • Position will require an individual with proven ability to handle confidential information
    • Ability to build rapport, trust and positive working relationships across the organization
    • Ability to analyze information using logic and process to address various situations and problems swiftly and with poise
    • Exceptional organizational skills with the ability to proactively prioritize a variety of projects and tasks in an effective manner to meet deadlines
    • Experience using Diligent or other Board document software preferred
    • Experience using Certify or other expense reporting software preferred

    Physical Activities/Requirements

    • Position is located at Pleasanton Headquarters
    • Able to lift up to 30 lbs.
    • Must be able to work flexible hours, with some overtime and occasional weekends required

     

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