Executive Assistant to the COO

About BankFund: BankFund Credit Union is a full-service financial cooperative that was organized and chartered in 1947 as a convenient place for employees of the World Bank Group and International Monetary Fund and their families to save and to obtain credit. Located in Washington, DC, BankFund maintains three full-service branches downtown with our headquarters located near Farragut West metro station. This position is classified as a hybrid role which means that on-site work will be expected. After completion of training for the role, staff generally work on site 40% of the time but this is subject to change based on health and safety standards and operational need. Summary : Serve as a liaison between the executive leadership team, members and team members to deliver support and quality service. Oversees the executive inbox and ensures resolution of member concerns. Creates memos, presentations and other deliverables for a wide range of stakeholders. Coordinates meetings and conferences, member functions, and staff functions. Reporting directly to the COO, will also provide administrative support to the Managing Director/CEO and the CEO's direct reports. Responsibilities: Board Member Support: Plans, organizes and completes tasks in an efficient manner necessary for successful staff and BFSFCU-related functions, including but not limited to Board Meetings, MS&T Committee, IT &S Committee, Hospitality Task Force, Sales Task Force and other meetings as appropriate. Maintains and distributes the Board/Committee member contact list and serves as the administrator to the secure information sharing portal (Directors Desk) Administer the annual election process for the Board of Directors election including liaising with the election vendor, preparing election materials, and working with Business Development to communicate with the membership about the election process Serves as the Secretary of the Annual Meeting, ensuring accuracy of records, and timely reporting to governing bodies (eg NCUA). Supports the Board of Directors, and acts as a liaison, to ensure effective communication and operations, including, but not limited to, new Board Member orientation; Board Member travel; training and development; Board Member access to corporate policies; and working order of Board Members' remote electronic connectivity, mail, and technical support Serve as the primary point of contact for monitoring the Executive Offices email inbox and coordinating and tracking timely responses to member inquiries Proactively ensures matters are brought to satisfactory conclusion and member, employee and community relations maintained Attends various committee and board meetings as appropriate; may be asked to coordinate technology or be responsible for drafting meeting minutes Administrative Support: Provides administrative and clerical support, including but not limited to word processing, strong working knowledge of spreadsheets, and scanning and maintaining the Credit Union's executive files for the COO and other members of executive leadership as appropriate. Performs in-depth research and analysis, independently or in collaboration with the Executive Department, Board or functional areas to develop, proof and review internal and external communications as well as processes and procedures, ensuring adherence to policy and recommending change or improvement as appropriate Partners with leaders to draft and develop deliverables including but not limited to internal emails or postings, presentations, deliverables, charts, etc. Serves as the SharePoint administrator supporting the leadership team with maintaining iStaff Oversees the workflow of the executive team, effectively filtering and coordinating internal and external requests; monitoring project and activity status and following up as needed Additional Duties: Provides backup administrative support to the Executive Assistant of the CEO Acts and communicates in a manner that creates and maintains a positive work atmosphere with members, vendors, co-workers and management Maintains technical and professional knowledge (including regulatory compliance) by attending educational workshops, reviewing professional publications and establishing personal and professional networks. Keeps up to date on the Credit Union's products, services, policies, procedures and priorities Organizational Responsibilities: Successfully participates in annual Information Security refresher training. Complies with the Information Security Policy, including the immediate reporting of unusual or suspicious activity to management and the Information Security Officer. Follows all procedures to protect company computers from viruses, and to maintain the security and confidentiality of Credit Union data. Participates in annual Bank Secrecy Act (BSA) and Office of Foreign Assets Control (OFAC) training and demonstrates knowledge and understanding of the BSA and OFAC, including the immediate reporting of unusual or suspicious activity to the Risk Management Department. Undertakes additional training specific to daily responsibilities and as required to ensure continued compliance with all applicable regulations Ensures the Credit Union's safe harbor protections as allowed by the BSA. Understand that if confronted with knowledge of existence of a Suspicious Activity Report (SAR), an obligation exists to preserve the confidentiality of that SAR, as well as any information that may reveal the existence of a SAR. Maintain awareness of, and immediately report to the Compliance Officer, any unauthorized disclosure of a SAR, or unauthorized disclosure of information related to a SAR. Understand that failure to do so is a violation of federal law and may lead to both civil and criminal penalties for SAR disclosure violations Demonstrates commitment to the Credit Union's Service PACT philosophy Undertakes other work-related duties as assigned by the executive leadership team including the Managing Director/CEO Requirements Minimum Qualifications or Knowledge, Skills and Abilities Required Education: B.S. degree or equivalent combination of education and experience, required Experience: Two years of experience directly supporting senior level executives (C-Suite preferred) Four years of administrative experience, required Experience with Banking Systems and/or Loan Origination Systems highly preferred Intermediate knowledge of Microsoft Office products with an emphasis on Advanced Excel Experience with SharePoint, preferred Thorough knowledge of the Credit Union Industry, preferred Comprehensive knowledge of BFSFCU products and services, preferred Critical Skills: Ability to work beyond normal business hours as needed Ability to prioritize and to meet deadlines Excellent verbal and written communications skills at all levels of the organization, Board and membership Draws on organizational knowledge, organizational skills, and memory to rapidly access records Thrive in an environment with complex activities, including involvement with high level contacts, and exposure to confidential, sensitive or proprietary information or situations necessitating considerable use of tact, diplomacy, discretion, professionalism and independent judgment Must be self-directed and able to plan and coordinate many projects simultaneously, often working with ambiguous guidelines Produces work products that exhibit a high degree of accuracy Strong desire to continually learn and grow in the role to maximize contribution to the organization Operations: This position is classified as eligible for occasional remote work with the advance approval of the manager. All other work will be conducted on site at BFSFCU facilities or other designated work location. For internal purposes, this position is graded as NE-10. The anticipated annualized base salary range for this position is $75,000 to $94,000. Final base salary for this role will be based on the individual's job-related experience, skillset, training, certifications and market demands. The benefits available for this full-time position include but are not limited to: medical, dental, and vision insurance, 401(k) plan, life insurance coverage, disability benefits, tuition assistance program and paid time off, including paid parental leave benefits. In addition to base compensation salary, this role position is eligible for an annual incentive plan.

Created: 2024-10-25