Sr. Administrative Assistant II Exec-Finance, IT & Marketing

Executive Administrative Assistant

$1000 Signing Bonus effective 1 / 20 / 2024

Note : All full-time positions include exceptionally low medical premiums in addition to a whole host of other benefits.

Hours For Position : Monday - Friday 8 : 00am-4 : 30pm

Hiring Range - $31.66 / hr - $39.57 / hr

Summary Of Position

This position is responsible for providing professional executive-level administrative and project support services for the SVP & Chief Financial Officer (CFO), SVP & Chief Information Officer (CIO), and VP / Director of Marketing & Business Intelligence. The incumbent ensures efficient coordination among these divisions by managing priorities, anticipating needs, and supporting the strategic and operational planning processes. This position also assists in preparing senior leadership and Board presentations, managing divisional budgets, and providing coordination among key departments to advance Tower's mission and strategic priorities.

The position requires exceptional attention to detail, effective communication, technical expertise, responsiveness, initiative, and sound judgment in handling sensitive matters and problem solving. The incumbent must exercise discretion and anticipate requirements rather than waiting for direction, ensuring that the executives are consistently well-informed, well-prepared, and supported in advancing Tower Federal Credit Union's strategic initiatives.

Principal Accountabilities And Functions

Provides comprehensive, executive-level and proactive administrative support to the CFO, CIO, and VP / Director of Marketing & Business Intelligence.

Manages and prioritizes complex senior leadership calendars and schedules meetings to optimize executives' time and alignment across divisions. To include media or community events where senior leadership is present. Anticipates scheduling conflicts, monitors executive commitments and deadlines, and ensures timely preparation of materials and follow-up actions. Facilitates leadership meeting logistics.

Monitors and manages divisional budgets for Finance, Information Technology, and Marketing & Business Intelligence, tracking expenses, forecasting, and preparing monthly variance reports for executive reviews.

Screens calls, correspondence, and visitors; provides information or resolves issues directly when possible.

Prepares internal and external correspondence to include business unit summaries and edits executive-level presentation materials for internal and Board meetings by stated deadlines.

Coordinates briefing materials in advance of Board or leadership meetings, ensuring executives are well prepared.

Exercises judgment and communicates effectively on behalf of the executives to staff, Board members, vendors, and external partners.

Coordinates the meeting scheduling and logistics and preparation and distribution of agendas, materials, and accurate minutes for Asset / Liability Committee (ALCO), Liquidity, IT Steering meeting, and other divisional-related meetings.

Prepares and maintains financial reports, dashboards, and other confidential materials for Board and management review.

Supports departmental compliance documentation and maintains confidential ALCO and Finance files in accordance with NCUA and internal policy standards.

Manages divisional intranet updates and assists with internal communications.

Coordinates sponsorship and donation requests, verifying compliance with Tower's policy before disbursement.

Plays an integral role in supporting and managing the strategic planning session process-including scheduling, logistics, preparation of supporting documentation, and follow-up reporting for the Spring and Fall Planning Sessions.

Assists in gathering data, preparing reports, and drafting presentations in support of key strategic, financial, and technological goals.

Supports the annual and mid-year planning cycles by compiling divisional budget summaries and variance analyses to inform strategic discussions.

Coordinates and attends executive-level meetings; takes accurate minutes and ensures timely follow-up of action items.

Prepares, formats, and edits correspondence, reports, and presentations of a confidential or technical nature.

Maintains secure and organized divisional and corporate files for senior leadership team members.

Coordinates domestic and out-of-town travel arrangements for executives, including transportation, lodging, conference registrations, and itineraries.

Prepares expense reports and processes reimbursements accurately and in a timely manner.

Maintains record of training, certifications, memberships, and subscriptions for the SVP & CFO, SVP & CIO, and VP / Director of Marketing & Business Intelligence.

Acts as liaison between the executives and other departments to facilitate workflow, communication, and accountability.

Provides guidance and coordination among other administrative support staff to ensure quality, consistency, and timeliness of deliverables.

Provides backup support to other senior leadership administrative assistants.

Required Qualifications

Associate degree.

Minimum of five (5) years of progressively responsible experience supporting senior-level executives, preferably across multiple divisions.

Demonstrated experience managing complex schedules, preparing executive reports, and coordinating high-level meetings.

Demonstrated experience supporting divisional budget management, including expense tracking and variance reporting; forecasting experience preferred.

Proven ability to anticipate needs, manage priorities, and maintain accuracy under pressure.

Excellent written and verbal communication skills.

Strong project management, organization, and time management skills.

Ability to handle confidential information with discretion.

Or equivalent combination of education and experience.

Knowledge, Skills And Abilities

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

Proficiency in Adobe Acrobat in preparing, editing and merging several documents to create meeting packages for participants.

Proficiency in preparing executive and Board-level presentations (Microsoft PowerPoint, Excel dashboards, and visual reporting).

Experience managing complex executive calendars and prioritizing competing demands.

Strong analytical and problem-solving ability with meticulous attention to detail.

Ability to work independently and collaboratively in a high-paced executive environment.

Demonstrated initiative and critical thinking; able to identify issues and develop proactive solutions.

Ability to manage multiple priorities and meet deadlines with minimal supervision.

Familiarity with project management tools or board portals (e.g., OnBoard, PlanView, SharePoint).

Working knowledge of financial systems, spreadsheets, and data reconciliation. Ability to maintain a working document outlining daily, weekly, and monthly tasks and procedures.

Sound knowledge of credit union policies and procedures, and adherence to regulations related to the Bank Secrecy Act, USA PATRIOT Act, and OFAC.

Professional demeanor, excellent judgment, and strong interpersonal skills.

Commitment to Tower Federal Credit Union's mission, values, and member service excellence.

Has knowledge of and adheres to credit union policies and procedures and all regulations related to the bank Secrecy Act, the USA Patriot Act and OFAC.

Working Conditions

Ability to work the hours needed which may extend beyond the defined work schedule when operating conditions dictate.

Ability to lift up to 15 lbs., with or without assistance, in compliance with ADA.

Primarily office-based role requires frequent interaction with senior executives and multiple departments.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.