Administrative Assistant - C-Suite

Description

Position Purpose and Objectives

Provide comprehensive administrative and operational support for the Executive Department. Serve as a first point of contact for members and guests, coordinate executive meetings and projects, and maintain meeting spaces, hospitality services, supplies, and administrative workflows that support company initiatives.

Major Duties and Essential Functions

• Embraces the core values of Texans CU including excellence, people, integrity, and collaboration. 
• Administrative support for Executive Department
• Greet and direct guests/members to the appropriate staff member, whether in person or over the phone 
• Coordinate Executive level meetings, including catering orders, delivery, setup, refreshment service, and cleanup for Board meetings, strategic planning sessions, Town Hall meetings, various committee meetings, Leadership Team meetings, employee recognition meetings, and other training sessions.
• Assist with Executive level projects and calendar management for Senior Vice President’s.
• Manage Executive meeting room calendars and coordinate audiovisual setup and readiness in meeting rooms
• Manage catering, kitchen, and hospitality supplies, including inventory monitoring, ordering, receiving, organization, and restocking.
• Manage and maintain office supplies and equipment for Executive Staff on 7th floor.
• Perform general administrative functions for Executive Department (disperse daily mail & deliveries and arrange FedEx/courier deliveries)
• Coordinate purchases through approved vendors and retailers for office supplies; meal-catering supplies; bottled water, beverages, plates, napkins, and other kitchen items; over-the-counter medication and first-aid items; and coffee service supplies and cutlery.
• Order office supplies and maintain inventory and general office upkeep on 7th floor
• Coordinate monthly coffee and breakroom inventory replenishment for floors 1 through 7 with the Community Coffee      representative, including the scheduled inventory review and order placement on the last Wednesday of each month.
• Manage the Facilities Ticket process, including maintaining tracking spreadsheets, monitoring status updates, coordinating follow-up activities, and ensuring timely resolution of outstanding items.
• Prepare monthly employee service anniversary cards, EPIC certificates, and related recognition materials in coordination with Human Resources.

Positions directly supervised:

None

Requirements

Specific knowledge, skills, and abilities required for this position: 

• Highly organized, detail-oriented, attentive to details and good follow-up skills
• Strong project management skills and ability to multi-task
• Self-motivated with strong verbal and written communication skills with the ability to      make independent decisions
• Advanced proficiency in Word, Excel, Outlook and Power Point
• Comfortable working with a strong team in a fast-paced environment
• Ability to interact with members and business partners in a professional manner
• Understands and able to apply corporate business protocol
• Demonstrates discretion, excellent judgment, ability to anticipate needs and decision making
• Ability to assess circumstances/situations and determine appropriate course of action(s)
• Proven ability to think outside the box – (innovative and creative)
• Intermediate to Advanced PC skills including Microsoft Office Suite and typing skills
• Strong time management skills 
• Ability to write minutes or transcribe notes for various meetings
• Strong customer service skills and ability to use tact and diplomacy in dealing with customers and business partners.

Education:

Equivalent to a high school education.

Experience:

Minimum five years or more of similar or related experience.