Position Summary
Acts as assistant to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) performing advanced, diversified and confidential support. Assists with managing the tasks for which they are responsible and communicates with the Board of Directors and other high level officials. Provides multi-faceted administrative support and assistance to ensure effective use of the CEO and COO’s time. Provides a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the CEO and COO’s arrangements. Conducts research and information gathering on behalf of the CEO and COO and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the CEO and COO’s activities and maintains confidentiality.
General Qualifications
Required Education/Knowledge:
· High school graduate or equivalent with additional higher-level courses in business
· Knowledge of organizational policies, processes, procedures and protocols
· Thorough knowledge of Microsoft Office programs
Preferred Education/Knowledge:
· Associates degree with business emphasis
· Knowledge of bank operations
Required Experience:
· A minimum of five years’ administrative experience in a fast-paced environment
· Experience communicating with executives and high-level officials
· Familiarity with managing confidential information
· Experience arranging and scheduling meetings
Preferred Experience:
· Experience working with a team in a hybrid work environment
Required Skills:
· Strong interpersonal and communication skills
· Excellent reasoning and problem-solving skills
· Exceptional time management skills
· Detail-oriented
· Member-service focused
· Able to work as a team and as an individual contributor
· Must have initiative
· Ability to support multiple projects
· Proficient with Microsoft Office Suite
· Strategic thinker and collaborative to assist with the development and evolvement of this position
Physical Demands/Work Environment: Vision, hearing, and speech and manual dexterity are required. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled.
Mental Demands: Must have the ability to listen, reason, think, concentrate and interact with others. The ability to exercise self-control and work under stressful conditions is necessary, particularly in relation to deadlines and budget restraints. Must be able to work under pressure and make sound decisions.
Essential Functions
Provides advanced, diversified and confidential administrative support for the CEO and COO.
Utilizes all of the standard clerical skills to compose correspondence, documentation and notes.
Maintains the calendar and appointment schedule, as well as travel arrangements for the executive team.
Communicates with the NCBA Board of Directors.
Coordinates and plans the scheduling of meetings of the Board and the executive team.
Compiles information for meetings and assures the participants are prepared.
Develops and maintains Board minutes.
Assists with the scheduling of legislative appointments and meetings
Assists with PAC and dues mailings.
Updates CRM with new information.
Manages and tracks CEO and COO credit card purchases and receipts.
Maintains a liaison relationship with external consultants and other appropriate professionals as necessary to ensure questions are answered, problems are solved, and special requests are managed properly.
Serves as the primary liaison with various outside officials responding effectively to requests for information and providing service to them as needed.
Organizes files and other data for the executive team. Has the ability to locate documents and other information upon request.
Works with the meetings department to schedule Podcast recordings for the CEO.
Sets up door codes for new employees; deactivates codes for those no longer employed.
Monitors visitors that ring the doorbell through the mobile app.
Ensures company cars are driven at least once per week when not being driven by employees that are traveling.
Schedules facilities service and maintenance as needed.
Adheres specifically to all organizational policies and procedures, Federal and State regulations and laws.
Additional Responsibilities
Participates in various community activities as opportunities arise to promote the products and services of the organization.
Performs other duties as required.
