Administrative Assistant (Onsite)

Frontwave Credit Union

Oceanside (CA)

On-site

USD 78,385,440 - 117,509,280

Full time

14 days+

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Benefits offered by this job

401k matching

Mortgage and auto discounts

PTO and 11 paid holidays

Health, dental, and vision coverage

Tuition reimbursement up to $4,000 per

Career development and coaching

Job summary

Frontwave Credit Union is seeking an Administrative Assistant to provide high-level administrative support to the C-Suite, including calendar management, correspondence, and document preparation.

The role requires 3–5 years of experience in an executive-support capacity and strong MS Office skills. Applicants should be detail-oriented, highly organized, and capable of handling confidential information with tact and diplomacy.

Qualifications

Bachelor's degree in business administration/related field or equivalent combination of education, training and experience preferred.
Minimum of 3–5 years in an Administrative Assistant capacity or similar role with senior leadership exposure.
Proficient in MS Office (Excel, PowerPoint) and ability to manage multiple tasks.
Ability to manage multiple, conflicting objectives and projects simultaneously.

Responsibilities

Provides administrative and staff support to Executive Management.
Prepares professional presentations for internal and external meetings.
Manages calendars, schedules, mail, email, and travel logistics for Executives.
Coordinates committee meetings and compiles meeting materials.
Maintains electronic and physical filing systems and supports event planning.

Skills

Communication skills

Organizational skills

Attention to detail

Education

Bachelor's degree or equivalent combination of education and experience

Experience with senior leadership communications

Tools

Excel

PowerPoint

Word processing

Job description

Overview

The Administrative Assistant is responsible for performing diverse and advanced administrative duties confidential in nature and provides administrative support to the C Suite.

Overview

The Administrative Assistant is responsible for performing diverse and advanced administrative duties confidential in nature and provides administrative support to the C Suite.

About Frontwave Credit Union

Frontwave Credit Union is a member-owned not-for-profit financial institution serving San Diego, Riverside, San Bernardino and Imperial counties. Founded in 1952, we have grown to 18 branches with 125,000 members and manage over 1.8 billion in assets. At Frontwave Credit Union, we are focused on creating consumer solutions to provide our members and the communities we serve with products and services that enhance the quality of life for our members through exceptional service and the progressive application of technology.

What’s In It For You

Competitive pay, 401k matching, mortgage and auto discounts.
9-27 days of PTO per year (based on tenure), VTO and 11 paid holidays.
Affordable medical, dental, vision health plans, and Flexible Spending Account.
Employee Assistance Program with a variety of services.
Career development, training, and coaching, mentoring; tuition reimbursement up to $4,000/year.
Culture of excellence and continuous improvement.
We strive to be the best place you’ve ever worked!

Responsibilities

Essential Duties and Responsibilities

Includes the following non-inclusive list. Other duties may be assigned. All duties are to be performed in compliance with applicable laws, regulations, and Credit Union policies and procedures.

Provides a variety of administrative and staff support to the Executive Management of the credit union.
Performs a variety of administrative and clerical duties, which may include word processing, PowerPoint presentations, excel spreadsheets, meeting scheduling and preparation, internal communication, organizing electronic and paper files, processing incoming/outgoing mail and email,maintaining reports and other pertinent data.
Executes diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence for the Executives.
Anticipates the needs of the Executive and acts accordingly. Screens calls, visitors, and emails to eliminate and/or prioritize in order to maximize the Executive’s daily calendar. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Relieves management of administrative details; gathers, compiles and reports information relevant to/for the Executive.
Prepare professional presentations via various software platforms for internal and external Executive local meetings and conferences.
Answering phone calls and managing calendars. Manage and maintain inventory of supplies for the Executive Team, ensuring timely ordering and replenishment.
Prepare, attend, and document formal committee meetings, including the Risk Oversight Committee, Supervisory Committee, Budget Committee, and Credit Risk Committee.
Provide daily administrative support to internal teams to ensure efficient and successful execution of meetings and operational activities.
Creating and maintaining electronic and physical filing systems
Assisting with event planning and coordination to include meal orders and catering logistics for the Executive Team, Branch Managers, quarterly All-Staff and Leadership meetings, and other scheduled events.
Works directly with the Executive Administrator to execute any and all administrative duties, including but not limited expense reports, ordering supplies, food, set up for meetings.
Responsible for ordering new hire name badges and printing out name tags for offices and cubicles.
Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized.
Manage different and conflicting objectives, projects or activities at once.
Coordinates schedules for corporate level Executives.
Administrative Assistant is involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
Compose specified reports and resolutions for the monthly board packet and coordinate, prepare and distribute the packet to Board Members and Executive Team.
Assists in the coordination of the Annual Meeting.
Prepares and maintains sensitive files, corporate documents, and credit union policies and procedures.

Qualifications

Education and/or Experience

Bachelor's Degree in Business Administration, Business Management, Economics, Finance or related field or equivalent combination of education, training and experience preferred.

Minimum of 3-5 years in an Administrative Assistant capacity or other role that often communicates with Senior Level Leadership.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ideal candidate must be comfortable utilizing a combination of software systems (including Office Excel, PowerPoint).
Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence.
Ability to manage different and conflicting objectives, projects or activities at once.
Ability and experience coordinating schedules for corporate level Executives for meetings and travel.
Ability to communicate with Executives and line management to gather/convey relevant information.
Position involves high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
Strong interpersonal, organizational, and communication skills. Attention to detail is a must.
Must be flexible with hours based on business needs.

Salary Range: $27.36 - $41.03

Service Excellence Standards