Administrative Assistant

Summary: The Administrative Assistant provides high-level administrative and clerical support to senior management including reception coverage project coordination and partnership with Human Resources and the Facilities Coordinator. This role also supports Board meeting operations through the preparation of meeting materials maintenance of minutes conference scheduling and travel coordination. Success in this position requires professionalism discretion confidentiality and strong organizational skills.

Responsibilities:

Board & Executive Support

• Coordinate all Board activities meetings special events and travel logistics.
• Compile organize and distribute monthly Board Books and quarterly Supervisory Committee books.
• Oversee the annual meeting manage Board dinner arrangements and coordinate guest speakers.
• Answer executive phone lines during the Presidents absence route inquiries and manage tentative calendars.

Facilities & Vendor Management

• Manage service contracts for postage irrigation landscaping utilities HVAC cleaning water cooler vendors etc.
• Solicit competitive vendor quotes compare service levels and evaluate annual renewal agreements.
• Review verify and route facility vendor invoices for payment approval.
• Schedule mandatory fire and backflow inspections remediate violations and process annual state/local fees.

Human Resources & Employee Engagement

• Partner with Human Resources to assist with recruiting onboarding back up to payroll processing and events
• Plan and execute employee engagement events including the annual Thanksgiving luncheon and employee barbecue.
• Prepare print and distribute official employee service award certificates.
• Coordinate corporate travel arrangements and itineraries for credit union staff.
• Mail Courier Backup for the Facilities Coordinator.

Operations & Office Management

• Coordinate off-site meetings and arrange catering/refreshments for branch seminars.
• Coordinate signature collection and secure professional notarization for mortgage-related documents.
• Draft format and finalize high-quality correspondence memos forms tables and departmental manuals.
• Oversee general office upkeep including quarterly refrigerator cleaning and laundering event linens.
• Maintain strict adherence to all banking regulatory standards including the Bank Secrecy Act (BSA).

Qualifications :

Qualifications

• High school diploma or GED required; some college coursework preferred.
• Minimum of five years of related secretarial or administrative experience.
• Credit Union and Banking experience a plus
• Demonstrated initiative and ability to work independently.
• Excellent verbal and written communication skills.
• Strong organizational time management and project coordination skills.
• Proficiency in Microsoft Access Excel Word PowerPoint and Outlook.
• Strong interpersonal skills and the ability to work effectively with a range of stakeholders.
• Ability to handle sensitive information with a high degree of confidentiality.
• Sound judgment problem-solving ability and logical decision-making skills.

Additional Information :

As a First Financial employee youll enjoy a challenging work environment and an
opportunity to make a difference. We offer paid training and a great benefits package 
including Medical Dental Rx Vision Life Insurance Vacation Sick Personal Tuition 
Assistance Program and Retirement Plan.

Equal Opportunity Employer/Veterans/Disabled

Remote Work :

No

Employment Type :

Full-time