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Administrative Assistant

Company: University Credit Union
Location: Los Angeles
Posted on: January 16, 2022

Job Description:

POSITION PURPOSEDelivers on University Credit Unions Service Promises and Core Values to engage in behaviors that create member loyalty. Responsible for providing secretarial and clerical support to the executive staff. Types and assembles letters, memos, and reports. Answers questions and directs telephone calls and visitors. Prepares documents and assembles and maintains statistical data. Records and distributes minutes from Board and management meetings. Performs and oversees specific projects and programs as assigned. Manages the Board of Directors Extranet and is responsible for communicating, as directed, relevant information to the Board of Directors under the direction of the CEO.ESSENTIAL FUNCTIONS AND BASIC DUTIES1. Assumes responsibility for the effective performance of all assigned secretarial and clerical functions.a. Receives and screens visitors and telephone calls and either notifies management team members or records and relays messages. Escorts visitors to proper offices and announces them.b. Schedules appointments and arrange travels as assigned.c. Types and assembles a variety of documents including memos, letters, and reports. Assembles internal reports submitted to the Board of Directors and is responsible for compiling and disseminating the Board Meeting minutes on a monthly basis.d. Composes and edits correspondence for executive staff.e. Files correspondence, memos, records, and reports as assigned.f. Sorts and distributes incoming mail to appropriate executives.g. Communicates with members of the Board, committee members and management regarding dates, locations, and times of Board meeting, committee meetings, and other management meetings.h. Performs miscellaneous clerical and stenographic tasks.2. Assumes responsibility for preparing and maintaining assigned records and reports.a. Assembles, tabulates, calculates, and maintains financial and statistical data on a regular basis and special circumstances.b. Prepares documents as assigned.c. Assembles internal reports submitted to Board of Directors, various committees, and other meetings.d. Drafts minutes from notes and submits to management for revision and final approval.e. Maintains policy manuals, federal guides, and other library reference material for Board, committees, and management.f. Coordinates the distribution of the Annual Report.g. Files and organizes all documents for the Board, committees, and management.h. Must maintain Board extranet site clean and organized.3. Assumes responsibility for maintaining effective business relations with external contacts.a. Promotes goodwill and conveys a positive image of the Credit Union.4. Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.a. Assists other area personnel as needed.b. Keeps management informed of area activities and of any significant problems.5. Assumes responsibility for related duties as required or assigned.a. Performs special operations and manages special projects as assigned.b. Ensures that work area is clean, secure, and well maintained.c. Arranges all meeting rooms along with amenities, food and beverages, and other accommodations as necessary.d. Keeps boardroom and the executive conference room clean and neat, and must kept replenished at all times.PERFORMANCE MEASUREMENTS1. Typing is accurate, professional, and promptly completed.2. Provides courteous responses to member and staff inquiries.3. Telephone calls and visitors are courteously received.4. Documents and reports are promptly and accurately produced and up-to-date. Files are well-maintained.5. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.6. Timely and accurate assistance to management team.7. A professional image is projected and maintained.QUALIFICATIONSEducation/Certification: High school graduate or equivalent. Some college preferred.Required Knowledge: Knowledge of word processing and spreadsheet applications. Previous experience taking minutes and compiling Board information packets preferred.Experience Required: Three to five years of secretarial experience, with at least two years as an executive assistant.Skills/Abilities: Proficient typing skills.Able to perform dictation and transcription tasks.Expert knowledge of Microsoft Office products and other technology applications such asAdobe products and Docusign..Good interpersonal and public relations skills.Solid analytical, creative, and problem-solving abilities.Project management skills and well organized.Able to work well independently.PHYSICAL ACTIVITIESFinger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.WORKING CONDITIONSNo hazardous or significantly unpleasant conditions (such as in a typical office).University Credit Union is an Equal Opportunity EmployerPI147180224

Keywords: University Credit Union, Los Angeles , Administrative Assistant, Administration, Clerical , Los Angeles, California

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