Administrative Assistant
2 months ago
If communication and organization are your specialty, then consider joining us in our mission to help people "Bank Healthy". As an Administrative Assistant, you will act as a liaison between all levels of the organization including staff, leadership, and the Board. You will need great communication and organization to meet deadlines while upholding strict confidentiality as needed. Task for this role may include but is not limited to completing the full 360-degree process of board meetings/reporting; maintaining organizational work charts; providing ongoing support for Senior Leadership, Staff and the Board; completing regulatory reporting; and various other administrative responsibilities.
Because our people are so important to our organization, we want to make sure they are taken care of with great benefits including:
- **_ 35 hour work week. _**:
- **_4 weeks of paid time off. _**:
- **_Federal holidays off. _**:
- **_Full benefits package_**:
- **_ 401K (Up to 4.5% matching PLUS 4% employer contribution)_**
- Want to know more? Here are the details._
**Responsibilities**:
**_
Confidentiality_**
- This is a position that requires a high level of confidentiality for matters at varying levels.
**_ Arrange and Coordinate Monthly Board Meetings, Executive Committee Conference Call Meetings, and Asset Liability Committee Meetings and Supervisory Committee Meetings _**
- Open quorum; collect and prepare materials for all board/committee meetings for review/approval by CEO; and post materials to the Board website.
- Insure that meeting space is set-up appropriately, including video, conferencing, food and beverage.
- Arrange for overnight accommodations for out-of-town board members.
- Transcribe and prepare minutes from board and executive committee meetings.
- Update board website information as needed.
- Posting/electronic filing of all meeting packets to electronic filing system to comply with state/federal retention regulation.
- Complete comprehensive competitor rate review for monthly ALCO meeting.
- Coordinate and contract all necessary items for the annual off-site Board Retreat & Planning Session.
- Coordinate holiday and retirement gifts to board members.
**_ Support for Illinois Department of Financial & Professional Regulation (IDFPR) & the National Credit Union Association (NCUA) _**
- Annual completion/processing/electronic recording of CU125 (IDFPR) and the Report of Officials (NCUA), insuring board member signatures/updated information.
- Prepare and file all Bylaw/Articles of Incorporation additions/changes filing such documents with the State of Illinois; securing signature(s) of appropriate board members and staff prior to processing.
**_ Support for CEO/Executive Staff/Managers _**
- Provide ongoing support for Senior Leadership Team.
- Assist with correspondence and document preparation when requested.
- Complete calendaring duties.
- Update organizational charts as directed by CEO.
**_ Additional Duties_**
- Coordinate placement of lobby weather mats during the winter and spring seasons.
- Security and filing of desk & file keys.
- Conference room reservations recorded to appropriate calendar(s).
- Contract and coordinate site for off-site staff meetings, including set-up, video, conferencing and food and beverage. All other duties as assigned.
**Competencies**:
- Quality Standards_
- Demonstrates accuracy, neatness and thoroughness in work. Maintains an established standard of performance to meet leadership expectations while working with various policy, procedure and regulatory guidelines.
- Reviews and improves work methods and standard to increase efficiency.
- Maintains an established level of personal reliability and punctuality.
- Meets deadlines and commitments.
- Problem Solving _
- Takes a proactive approach to anticipating and preventing problems. When problems occur, defines those problems, investigates obstacles, and gathers relevant information to arrive at a workable solution in a timely manner while keeping the appropriate parties informed of progress of resolution.
- Managing Multiple Projects/Time Management_
- Handles multiple assignments. Knows how to prioritize various tasks and manages time wisely to ensure that deadlines are met.
- Readily accepts new responsibilities and adapts well to changes in procedures.
- Processes items in a timely and accurate manner.
**Demonstrated Skills, Abilities & Behaviors**:
- Strong organizational and interaction skills.
- Works well independently and proficient at multiple projects.
- Strong ability to prioritize.
- Excellent customer relationship/communication skills providing an environment of teamwork and cooperation.
- Proficient at meeting/conference planning.
**Qualifications**:
- Minimum of three years' experience in relevant positions.
- Experience and proficiency of Microsoft Office Suite: Outlook, Word, Excel, Power Point, Publisher.
- HACU is an Equal Opportunity Employer._
- This is an onsite position._
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