Executive Admin Assist CFO & CSO

Job Description

JOB INFORMATION

Title:

Executive Admin Assist CFO & CSO

Officer Title:

Grade:

21

FLSA Classification:

Non-Exempt

Date Last Edited:

5/6/2024

Reports To:

Department:

Administration

URL Link

https://hvfcu.jdxpert.com/ShowJob.aspx?EntityID=2&jobcode=975

PRIMARY FUNCTION

Provide comprehensive, high-level administrative support to the Chief Financial Officer (CFO) and Chief Strategy Officer (CSO), ensuring their effectiveness and efficiency in their roles. Manage schedules, correspondence, and coordination of meetings and travel arrangements. Handle highly sensitive financial and strategic information with confidentiality, prioritizing tasks, and facilitating communication both internally and externally. Responsible for streamlining processes, anticipating needs, and proactively address issues to ensure operations run efficiently and executives' priorities are met.

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Provide direct support to the Chief Financial Officer and Chief Strategy Officer, anticipating needs and proactively handling logistical and administrative tasks. This role further supports their teams as needed.

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Manage complex calendars by scheduling appointments, meetings, and conference calls. Prepare Executives for meetings, ensuring that they are briefed with applicable materials and information required

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Screen and prioritize communications, including emails, phone calls, and mail. Assist with redirecting members, staff, and vendors to the appropriate functional area of responsibility.

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Compile various complex reports and presentations, researching and/or working with various business units to gather information, consolidate, and prepare in final format for approval.

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Act as a liaison between Executives and internal/external stakeholders.

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Attend meetings, occasionally acting as a proxy for the Executives, take minutes, and follow up on action items.

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Maintain confidential files and records with discretion and integrity.

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Organize small and large-scale corporate events.

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Coordinate travel arrangements, including flights, accommodations, and itineraries.

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Provide back-up support to Senior Administrate Assistants and Executive Assistant and appropriate department coverage.

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Adhere to all Credit Union policies, procedures, and regulatory agency requirements. Participate in all required and recommended training and development including, but not limited to, Bank Secrecy Act training (BSA) and demonstrate attained knowledge. Participate on Credit Union teams, projects and strategic initiatives when the opportunity arises. Perform additional duties and special projects as assigned.

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Embrace and apply HVCU’s guiding principles to all activities and responsibilities. This includes the Credit Union’s Mission, Vision, Core Values, Employee and Member Value Propositions, Sales and Service Model, and commitment to Lean Six Sigma practices. Support the Credit Union’s initiatives by demonstrating teamwork and professionalism.

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Responsible for regular and predictable attendance including punctuality.

High School Diploma, General Education Development (GED) certificate, or state authorized high school equivalent certificate; or a current high school senior in possession of a certificate of satisfactory academic standing.  

X

Associate’s Degree or at least 2 years equivalent experience for each undergraduate year not completed; undergraduate degree cannot substitute for minimum number of years of experience.

X

Office/Secretarial Certification

X

Minimum 7 Years

Proven experience as an executive assistant or similar role supporting senior executives.

X

Experience in supporting financial processes, project teams, and merger and acquisitions a plus.

X

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Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.

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Strong communication skills, both written and verbal, with a professional demeanor.

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Discretion and confidentiality when handling highly sensitive information.

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Ability to work independently with minimal supervision and as part of a team

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Possesses high degree of initiative, resourcefulness and sound judgment; must be self-motivated and enthusiastic.

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Flexibility and adaptability to changing priorities and environments.

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Advanced proficiency in Microsoft applications (PowerPoint, Word, Excel and Outlook)

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Attention to detail and accuracy in all tasks.

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Positive attitude, proactive mindset, and willingness to go above-and-beyond to support the executives and the team.

PHYSICAL DEMANDS

Frequency

Physical Demand

Weight (lbs.)

Frequently

Sit for prolonged periods of time

Frequently

Required to communicate verbally

Frequently

Normal range of vision and hearing abilities required

Occasionally

Lift and/or move objects

25

Occasionally

Travel outside of work location to attend meetings and training programs

Frequently

Required to skillfully operate a computer, telephone and other standard office equipment

Frequently

Mobility to stand and walk

WORK ENVIRONMENT

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Typically the noise level in the work environment is low to moderate.

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May experience occasional job stress in dealing with difficult situations and/or high volume.

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High energy, high impact atmosphere.

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There are no significant hazardous conditions.

View Competencies

Managing Multiple Priorities - Admin

Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Level 3

1. Demonstrates an expectation that there will be ongoing shifts in demands and priorities.

2. Clarifies and handles multiple concurrent and diverse activities.

3. Addresses potential conflicts that impact current delivery commitments.

4. Obtains information about how current assignments contribute to organizational goals.

5. Responds to shifting priorities while maintaining progress of regularly scheduled work.

6. Shifts focus among several efforts as required by changing priorities.

Accuracy and Attention to Detail

Understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.

Level 3

1. Processes large quantities of detailed information with high levels of accuracy.

2. Productively balances speed and accuracy.

3. Implements a variety of cross-checking approaches and mechanisms.

4. Evaluates and makes contributions to best practices.

5. Demonstrates expertise in quality assurance tools, techniques, and standards.

6. Employs techniques for motivating personnel to meet or exceed accuracy goals.

Service Excellence

Consistently incorporates Hudson Valley's member and employee value proposition, reinforcing organizational culture and brand differentiators.

Level 1

1. Anticipates and meets the needs of both internal and external customers. Delivers high quality service and is committed to continuous improvement.

2. Consults with management on modifying business processes to enhance service delivery. Monitors own work to ensure quality and apply feedback to improve performance.

3. Integrates core values into the way work is done and how relationships are conducted.

4. Possesses knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.

5. Tailors communications based on others’ needs, motivations and agendas.

Flexibility and Adaptability

Adapts as needed; knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment.

Level 2

1. Accepts new or radical ideas with an open mind; avoids snap reactions.

2. Adjusts to new or changing assignments, processes, and people.

3. Demonstrates ability to successfully manage multiple tasks and priorities.

4. Demonstrates willingness to listen to other opinions.

5. Identifies and considers alternative approaches to situations or problems.

Work Standards

Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.

Level 2

1. Documents how results were obtained to support knowledge transfer and best practices.

2. Helps others drive tasks to completion as appropriate.

3. Holds self and others accountable for delivering on all commitments.

4. Identifies actions necessary to achieve task completion and to obtain results. Meets schedules, deadlines, and performance goals.

5. Recognizes the need for assistance and secures additional resources as needed. Escalates issues and unusual findings that could have an adverse impact on the business.

6. Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to role.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee in this position.  Additional functions and requirements may be assigned by supervisors as deemed appropriate, with or without notice.

Nothing contained in this material creates a contract of employment between an employee and Hudson Valley Credit Union or otherwise alters the at-will nature of the employment relationship.

Are you able to perform the essential functions listed in this job description with or without reasonable accommodation?  YES_______  NO_______

By signing below you certify that you have received this job description and understand the requirements, essential functions and duties of the position.  If you are currently employed in this position, your signature acknowledge that this job description accurately describes the position, including its essential functions.

Name:  _____________________________________________

Signature: _____________________________________________

Date:  _____________________________________________ 

Please also note that Hudson Valley Credit Union respects the religious beliefs and practices of employees and will, on request, reasonably accommodate its employees when a reasonable accommodation is available that does not create an undue hardship on the Credit Union’s business.  Therefore, unavailability for work due to religious observances or practices may not be a bar to employment.