Executive Support Specialist

2 weeks ago


Portage, Michigan, United States Kalsee Credit Union Full time
Job Overview

Position Summary: The role involves providing confidential and professional administrative support to the CEO and the Executive Management Team. This includes preparing various reports and correspondence, maintaining executive files, and offering front-line assistance to guests and visitors.

Key Responsibilities:
  • Assist the CEO and executive team with administrative tasks, including monthly reporting, meeting coordination, and event planning, enabling them to concentrate on strategic priorities.
  • Organize and manage monthly board meetings, including gathering materials, preparing board packets, taking minutes, and overseeing room setup and catering.
  • Oversee the supply budget and manage the ordering of office supplies.
  • Distribute corporate credit card statements on a monthly basis.
  • Coordinate maintenance requests for facilities.
  • Manage relationships with various third-party vendors.
  • Notarize documentation for executives and members.
  • Handle the donations budget, including processing community requests.
  • Coordinate Annual and Organizational Meetings.
  • Plan the annual Board Planning Session.
  • Order business cards, brochures, and other printed materials as needed.
  • Assist in scheduling appointments, meetings, conferences, and travel arrangements for the executive team.
  • Update the Employee Directory on a monthly basis.
  • Maintain control over essential corporate records for authorized examination.
  • Welcome each member, visitor, or employee with a positive demeanor, reflecting Kalsee's values.
  • Receive and announce visitors to the executive team.
  • Perform specialized and confidential administrative tasks.
  • Be available for non-traditional work hours as required.
  • Support Kalsee's commitment to member service and sales.
  • Ensure a confidential environment to protect sensitive information.
  • Adhere to all Kalsee policies, procedures, and applicable laws.
  • Promote a positive professional image of oneself and Kalsee.
  • Perform additional duties as assigned.
Qualifications:
  • High school diploma or equivalent required; college degree preferred.
  • Minimum of 2 years of relevant experience in a professional office setting.
  • Strong computer skills and proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Excellent verbal and written communication abilities.
  • Ability to effectively organize, prioritize, and manage multiple tasks.
  • Willingness to accommodate varying work schedules and occasional travel as needed.
  • A collaborative team player with a positive attitude and adaptability.


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