Executive Assistant

Summit Choice; Fort Wayne (IN); On-site; USD 45,000 - 65,000; Full time

Job summary

Summit Choice in Fort Wayne, Indiana seeks an Executive Administrative Assistant to provide confidential support to the President/CEO and Executive Management. The role involves preparing reports, coordinating board materials, and ensuring smooth daily operations with discretion.

Responsibilities include scheduling meetings, arranging travel, maintaining calendars, and managing electronic filing and communications across departments.

Qualifications

• Provide confidential administrative support to President/CEO and Executive Management.
• Strong calendar management, scheduling of meetings, travel, and appointments for senior leadership.
• Assist with board materials, record-keeping, and distribution of minutes and attendance.

Responsibilities

• Provide confidential administrative support to President/CEO and Executive Management.
• Prepare reports, correspondence, manuals, spreadsheets, and communications using a broad range of computer applications.
• Assist management with board material preparation, attendance records, and minutes.
• Schedule meetings, arrange business trips, and maintain the calendar for the CEO and senior staff.
• Coordinate meetings and conference calls, including agendas and minutes, and ensure proper documentation.

Skills

Leadership

Decision Making

Excellent Oral and Written Communicati

Ethical Conduct

Education

High School Diploma or Equivalent

Associates Degree Preferred

Job description

Description

Provide confidential, professional, administrative support for the President/CEO and Executive Management that includes a wide range of administrative duties to be handled with confidentiality and discretion where required. Interface with other credit union management, board members, members, visitors and vendors to the credit union. Prepare reports, correspondence, manuals, spreadsheets, and all other communications utilizing a broad range of computer applications.

Requirements

• Provides a variety of administrative activities necessary to assist management including research, report preparation, informational request, and clerical support.
• Assists management with board material preparation, record and distribute board attendance and minutes.
• Assists in scheduling and/or arranging appointments, meetings, business trips, etc. for President/CEO, board members, or other members of the senior management team. Maintains the calendar of events and schedules for the Credit Union.
• Coordinates and assists with preparation for all meetings involving the CEO and/or volunteers.
• Use computer programs, duplicate, and disseminate materials for meetings, including agendas, minutes, and committee reports. Responsible for the retention and preservation of meeting records.
• Perform confidential administrative duties, researching data and preparing reports as needed.
• Open, sort and distribute incoming correspondence.
• Keep President/CEO advised of any issues, telephone calls, and letters received. Coordinate follow-through on pending issues.
• Develop and maintain electronic and data filing system.
• Maintain contact lists.
• Update and maintain policies and procedures.
• Word process, duplicate, and disseminate materials for management, ALM, supervisory and board meetings, including agendas, minutes, and committee reports.
• Coordinate all meetings and conference calls, including set up, catering, delivery and clean up. Prepare technology set up as needed.
• Provide general support to visitors, such as members, volunteers and vendors.
• Order office supplies and research new deals and suppliers.
• Other duties as assigned by President/CEO or Executive Management.

Competencies/Skills

• Leadership
• Decision Making
• Excellent Oral and Written Communication
• Ethical Conduct

Requirements/Qualifications

• High School Diploma or Equivalent
• Associates Degree Preferred

Physical Demands and Work Environment

While performing the duties of this position, the employee is regularly required to:

• Sit or stand for extended periods of time.
• Use hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Speak and hear clearly to communicate with members, coworkers, and vendors.
• Occasionally lift and/or move up to 50 pounds (such as files, office supplies, or cash boxes).
• Reach, bend, or stoop as needed to access files or office equipment.
• Maintain visual acuity to review detailed documents, reports, and computer screens.

Work Environment:

• Work is generally performed in a professional office or branch setting.
• The noise level is typically quiet to moderate.
• The position involves frequent contact with members and requires a professional and friendly demeanor.
• May occasionally require travel between branches or attendance at community events, meetings, or training sessions.
• Compliance with all Credit Union safety, security, and confidentiality standards is required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.