Executive Assistant

TBA Credit Union; Traverse City (MI); On-site; USD 33,000 - 45,000; Full time

Job summary

Traverse Bay Area Credit Union is seeking an experienced administrative professional to support the Executive Team onsite in Traverse City. You will manage calendars, coordinate meetings and travel, and prepare materials.

The role requires at least three years of admin experience, proficiency with Microsoft Office, and a commitment to confidentiality. You will help maintain service standards and assist with special projects.

Qualifications

• Minimum of three years of administrative support experience.
• Experience coordinating calendars, meetings, travel, agendas, and minutes.
• Experience handling confidential information with professionalism and discretion.
• Proficient in Windows OS and Microsoft Office applications.

Responsibilities

• Serve as a point of contact for Executive Team inquiries, visitors, vendors, and guests.
• Coordinate Executive travel arrangements and meeting logistics.
• Prepare materials, reports, and summaries for leadership meetings.
• Manage calendars, deadlines, and follow-up items with accuracy.
• Administer current policy documents, minutes, and confidential records.

Skills

Calendar management

Meeting coordination

Travel arrangements

Confidentiality handling

Microsoft Office

Excel

PowerPoint

Communication skills

Education

High school diploma or equivalent

Associate or bachelor’s degree in business administration, communications, finance, or related field preferred

Tools

Microsoft Office Suite

Job description

The primary purpose of this position is to assist TBACU to live out its mission, “To serve our community and build trusted relationships.” A key component of this service is to identify members’ needs and provide appropriate TBACU product solutions which ultimately helps grow the credit union. To adequately and effectively serve members and TBACU’s team members by providing prompt and accurate financial data and maintaining financial security.

Responsible for providing confidential and professional administrative support to the Executive Team. Be a key asset to the team by anticipating needs at an exceptionally high level. Provide excellent member service by effectively communicating with internal and external members in accordance with the credit union’s service standards. Perform routine administrative tasks and support the Executive Team as needed.

• Onsite. Not a remote position.
• This role is not eligible for immigration sponsorship.
• Salary Range: $24.00 - $33.00 hour, based on experience

Ensuring outstanding service to internal and external members is delivered in alignment with our Service Standards which state.

• I will provide an immediate and friendly greeting.
• I will service you with a smile.
• I will address you by name.
• I will give you my full attention.
• I will make recommendations to improve your financial well-being.
• I will treat you with courtesy and respect.
• I will thank you for your business.
• I will respond to messages before the end of the day.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must satisfactorily perform each essential duty.

• Promote and model the credit union’s mission, core values, culture, and service expectations through every interaction.
• Provide confidential, professional, and proactive administrative support to the Executive Team, helping protect their time, focus, and effectiveness.
• Anticipate leadership needs, manage details, and coordinate priorities with accuracy, discretion, flexibility, and sound judgment.
• Support Executive Team initiatives, routine responsibilities, and special projects by preparing materials, gathering information, tracking details, and coordinating follow-up.
• Manage and coordinate Executive calendars, schedules, appointments, and meeting priorities to support effective use of leadership time.
• Coordinate meetings and events for the Board, Executive Team, and other leadership groups, including agendas, materials, presentations, food, supplies, and related logistics.
• Record Executive, Board, and other meeting minutes.
• Track meeting follow-up items, deadlines, and commitments to help ensure timely completion and clear communication of next steps.
• Maintain organized Executive and Board records, documents, resources, and reference materials in accordance with confidentiality and retention expectations.
• Prepare reports, recaps, charts, graphs, presentations, and other leadership materials for meetings, projects, and decision-making.
• Communicate professionally with internal and external members, leaders, vendors, and guests in alignment with the credit union’s service standards.
• Maintain comprehensive knowledge of credit union products and services.
• Ability to be bonded.
• Ability to clear credit and criminal history check.
• Comply with the U.S Patriot Act and the Credit Union’s Bank Secrecy and OFAC Policies and Procedures.
• Comply with the Gramm-Leach-Bliley Act and the Credit Union’s Information Security program, maintaining the privacy and security of information, systems, and locations.

DUTIES & RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by the position. It is not intended to be exhaustive list of all duties, responsibilities, and skills required of this position. Other duties may be assigned to meet business needs.

• Serve as a point of contact for general Executive Team inquiries, visitors, vendors, and meeting guests.
• Coordinate Executive travel arrangements for credit union trips.
• Run errands and coordinate services as needed for Executives and Directors.
• Support internal communication needs by helping coordinate updates, reminders, and announcements.
• Process invoices, purchase requests, expense reimbursements, and credit card expense reports as assigned.
• Administer credit union room rental program for external use.
• Coordinate cards, recognition items, flowers, memorials, or other acknowledgements as appropriate.
• Coordinate and execute credit union logo wear orders.
• Assist with coordination of credit union special events.
• Assist executive team with routine tasks and special projects.
• Assist with formatting, organizing, and maintaining credit union policies, procedures, and related documents as requested.
• Oversee the Suggestion Box and coordinate responses, escalating when needed.
• Coordinate lodging bookings for employees as needed.

QUALIFICATIONS & EXPECTATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the expectations of the person performing this job.

• Communicates with courtesy, tact, and diplomacy when interacting with team members, members, vendors, and others, to support positive working relationships.
• Ability to manage workload to meet deadlines and goals with flexibility, and determination to handle a wide variety of duties each day.
• Ability to take initiative in recommending/making changes to improve efficiency.
• Self-motivated and willing to learn new technology and applications.
• Strong analytical, problem-solving, and decision-making skills.
• Excellent listening, clear verbal, and professional written communication skills.
• Ability to assess difficult situations and remain calm under pressure.
• Ability to work independently and as part of a team.
• High attention to detail and organizational skills.
• Sound understanding of mathapplications.
• Proficient in Windows Operating System and Microsoft Office Suite/o365 Suite.
  • Advanced ability and experience with using Excel and PowerPoint.

PHYSICAL REQUIREMENTS

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

• Ability to lift up to 25 pounds.
• Able to sit or stand for 2-4 hours at a time.

WORK ENIVORMENT

• Onsite at a branch location.
• Requires occasional travel for training or meetings.
• Collaborative and professional work environment.
• Must maintain a neat and orderly work area.
• Protect the confidentiality of credit union employees and members by locking or removing items from desk/workstation when away.

EDUCATION & EXPERIENCE

• High school diploma or equivalent required.
• Associate or bachelor’s degree in business administration, communications, finance, or a related field preferred; equivalent experience may be considered.
• Minimum of three years of administrative support experience required; executive-level support experience preferred.
• Experience coordinating calendars, meetings, travel, agendas, minutes, reports, and follow-up items preferred.
• Experience handling confidential information with professionalism, discretion, and sound judgment required.

INTENT AND FUNCTION OF POSITION DESCRIPTIONS

All descriptions have been reviewed to ensure that essential functions and basic duties have been included. Position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. In no instance should duties outlined be interpreted as all inclusive. Additional functions, duties and requirements may be assigned as deemed appropriate.