Executive Administrator

2 weeks ago

Vienna, United States ALTA IT Services Full time
Job DescriptionJob Description

Hi, I hope this email finds you well My name is Julianna Spicer with ALTA IT Services. We have an opening for an Executive Administrator with one of our top clients. If this position interests you, please reply and I will reach out to you

Location: Hybrid Work Model Reporting to Vienna, VA or Pensacola, FL (In-office requirement: 2x a week or 8x a month)

Top 3 Required Skills:

• Meticulous attention to detail
• Risk Management
• Microsoft Office Suite proficiency

Top Desired Skill:

• Audit Background

Description:

To provide high level administrative support to an Executive Leader. Perform research and analysis relating to processes, operations, and issues in the Department. Assist in evaluating and conducting the activities of the Department by analyzing work processes, production statistics, and other operational activities. Produce reports, statistics, and analyses, on Department operational activities. Provide leadership and guidance to lower-level related staff.

Responsibilities:

• Act as primary point-of-contact and gatekeeper for the Executive Leader regarding divisional, cross-organizational, and external events, projects, and activities
• Coordinate and maintain the Leader’s calendar, schedule, meetings, conferences and speeches/presentations; arrange travel plans and accommodations
• Research and prepare ad hoc or standing reports, analyses, summaries, charts, graphs, letters and memoranda
• Oversee and prepare executive summaries, letters, board reports, monthly/quarterly briefs, and various ad hoc communications for EVP and senior leadership
• Review, proof and edit departmental correspondence/media releases for content, completeness, data integrity and accuracy
• Coordinate department interactions with Navy Federal Front Office
• Assist Executive Leader with the communications and engagement activities to ensure staff members understand the vision, direction and priorities of the department
• Review the effectiveness and efficiency of departmental operations, business practices, trends, and issues relating to department functions and practices
• Identify, analyze, develop and recommend new concepts, changes and enhancements to improve the quality of operational processes, procedures, and technical support; coordinate implementation with appropriate personnel
• Lead or participate on project teams, and/or study groups, tasked with implementing new services, producing events, improving processes or addressing other significant issues
• Coordinate and oversee special functions/events for the Executive Leader, other senior management and visitors by interacting with internal and external service providers/vendors
• Coordinate and/or assist with activities supporting the Client's community outreach responsibilities
• Act as liaison to other senior management, Client staff, financial industry officials and organizations to ensure department executive is prepared for board/committee meetings
• Maintain and reconcile department business accounts, ledgers and expenses
• Coordinate with and provide guidance to department Staff Assistants and other support staff
• Partner with other business units and vendors to improve procedures, resolve problems, and implement initiatives; presents conclusions and recommendations to management
• Prepare and coordinate activities related to the completion and submission of the Annual Financial Plan
• Perform other duties as assigned

Qualifications:

• Significant experience handling highly confidential and sensitive situation
• Significant experience in managing multiple priorities independently and/or in a team environment to achieve goals
• Significant experience in guiding and mentoring others
• Desired- Significant experience working in administrative and executive support
• Desired - Significant experience working in a credit union environment
• Desired - Advanced knowledge of Client's products, services, programs, policies and procedures 
• Advanced skill exercising initiative and using good judgment to make sound decisions
• Advanced research, analytical, and problem-solving skills
• Advanced copywriting, editing and proofreading skills
• Advanced skill interacting with staff, management, vendors and members diplomatically and tactfully
• Advanced skill building effective relationships through rapport, trust, diplomacy and tact
• Advanced organizational, planning and time management skills
• Advanced verbal and written communication skills
• Advanced database and presentation software skills
• Advanced word processing and spreadsheet software skills

Hours: Monday - Friday, 8:00 AM – 4:30 PM
Location: Vienna, VA and Pensacola, FL Hybrid. In-office requirement: 2x a week or 8x a month

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