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Executive Assistant

Company Name:
Bethpage Federal Credit Union
SUMMARY OF POSITION
Provide diverse administrative support, reports administration and miscellaneous projects for Chief Strategy Officer and Executive Administrator in a dynamic environment and must work independently to administer projects as assigned.
Provide diverse administrative support including but not limited to budget maintenance/reporting, administration & reporting utilizing Excel, create PowerPoint presentations for Board meetings, conferences, and vendor management.
For Chief Strategy Officer: Manage administrative initiatives to include strategy research projects, presentations and written strategy documents, annual strategic planning events, and monthly strategic meetings. .
For Executive Administrator: Assist with preparing for Board of Directors meetings, Annual Meeting of Members, Annual Board Strategic Planning meetings, and Board dinners. Assist with requests from and communication with Board/Volunteers. Maintain corporate documentation and post related materials to SharePoint and Board intranet. Assist Executive Administrator with CEO and Board related tasks. Provide backup support for Executive Administrator.
PRINCIPAL ACCOUNTABILITIES:
Strategic Planning Board Retreat/Planning events and all associated Board events. Plan retreat from beginning to end. Including hotel selection, AV, and event negotiations and contracts. Manage invitation process; manage RSVPs for board, execs and families. Apparel ordering. Coordinate details such as rooming list, head counts for dinners, excursions, meetings etc. Manage Budget and all payments for event vendors. Coordinate travel for all attendees to and from retreat and travel to and from each event and dinner while at retreat for all attendees. Be onsite contact for all vendors and venues.
Manage Ad Hoc projects for CSO
Perform clerical duties i.e.: open mail/distribute; empty Out-boxes & distribute as needed; handle incoming/outgoing 3rd floor faxes; filing; receive incoming FedEx packages from mailroom & distribute on 3rd floor; effectively produce documents on Word and Excel and post to Intranet as needed.
Attend committee meetings & take minutes as necessary
Assist with developing CEO's monthly calendar relative to recurring bi-weekly & monthly appointments. Solicit
topics from Executive Management for weekly CEO Meeting agenda; develop/distribute agenda.
Handle all aspects of conference attendance & travel for CEO, COO and Board/volunteers (i.e.: conference
registration, hotel reservations, flight arrangements, car service, per Diem, etc.)
Maintain Executive Page SharePoint Calendar, ensure major events for CEO and Board are on the calendar for
planning purposes
Handle aspects of Board meetings (i.e.: correspond with Board/Volunteers, solicit availability for meetings for
potential scheduling, order/set-up for breakfast/lunch meetings, order office supplies via Intranet and Internet
and supplies for meetings)
VP/SVP Meeting coordination, weekly
Prepare Annual Meeting Dinner and Holiday Dinner for Board and VP's
Special projects as assigned
EXPERIENCE
Administrative and event related skills
Highly organized and professional
Excellent verbal and written communications skills
Ability to multi task and work in a fast paced, high energy/at times stressful environment with great attention to detail
Experience working with not for profits
Strong experience in a Windows based environment
Strong calendar management experience
Experience leveraging the internet for research and fact finding
EDUCATION
College degree in Business, Marketing or related communications discipline
SPECIAL REQUIREMENTS
Willingness to work extended hours and weekends as necessary
Strong computer skills required including PowerPoint, Excel, Mail Merge and Word. Project Manager a plus.
Familiar with both PC and MAC
Strong typing skills (65 WPM).
PC proficiency (MS Office Suite)
Ability to take meeting minutes.
Must be able to handle highly confidential employee and member issues.
Professional telephone manner.
Strong interpersonal and verbal/written communication skills.
Superior attention to detail, time management, and multi-tasking skills
Must be able to manage multiple high priority tasks simultaneously

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