At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees.  Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Executive Assistant

ACCOUNTABILITY STATEMENT Assists the Chief Information Officer with a variety of tasks including the preparation of agenda items and projects. Review reports submitted to the Chief Information Officer that includes but are not limited to: policy issues, financial issues, branch operations, risk issues or other operational issues, and initiates responses to the appropriate management staff. Performs secretarial and other duties as directed.

ESSENTIAL FUNCTIONS

Ensures that the Chief Information Officer is informed of high priority correspondence, projects or calls and acts to help ensure immediate response. Acts as liaison for professional contacts with attorneys, contractors, architects, realtors, or other vendors. Assists with the preparation and expeditious completion of projects. Prepares PowerPoint presentations as requested for the Chief Information Officer.

• Composes memos and letters for the Chief Information Officer as directed. Types and/or edits correspondence composed by the Chief Information Officer.

• Reviews reports submitted to the Chief Information Officer. Notes discrepancies and/or compliance/personnel issues for closer inspection and possible action.  Notifies the appropriate parties via memo requesting explanations and/or documentation, which will be needed for internal and external audit purposes, security review, employee files, etc.  Reviews files to ensure responses are received and in order.  Maintains files for pre-determined period of time.

• Assists the Chief Information Officer by organizing the daily flow of calls and correspondence in priority order.  Assists with various projects as requested.  Maintains the Chief Information Officer's schedule as directed.  Coordinates meetings, and assists as requested. Review incoming calls for appropriate action. Ensures members are forwarded to individuals who can assist them with their needs.

• Opens the Chief Information Officer's mail, sorts, and organizes as necessary.  Performs other duties as assigned.

EXPERIENCE

• Minimum of five years of prior executive assistant or secretarial experience is required, preferably at a financial institution. 

• Prior experience in administrative support of a Senior Executive is preferred.

SKILLS & ATTRIBUTES

• Superb professionalism, tact, diplomacy, and discretion.

• High proficiency with technology including mobile devices and tablets.  Quick learner.

• Advanced proficiency with Microsoft Office Suite (Word, Excel, Visio, and PowerPoint), Microsoft SharePoint, and Adobe Acrobat required.

• Proactive mentality with excellent problem solving and judgment skills in a fast paced setting and with a strong work ethic.  Anticipates how to provide assistance by identifying issues, needs, options, and solutions before being asked.

• Proficiency in dictation and transcription.  Experience in standard office equipment.

• Strong project management skills to track multiple concurrent projects and follow-through with senior management as required, keeping deliverables and deadlines on track to successful completion.

• Ability to work independently with little or no supervision as well as in a team environment.

• Demonstrates effective strong verbal and written communication skills with great attention to grammatical and punctuation details.

• Friendly and adaptable with a demonstrated strong sense of teamwork.

• Provides exceptional service and must maintain confidentiality in all interactions and communications.

EDUCATION

An Associate's Degree is required. Bachelor’s Degree is preferred. Substituted work experience will be considered.

VYSTAR EXCELLENCE

Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job:

• Focus  Focus your full attention by carefully listening to and observing client or member.

• Connect Consistently be friendly and approachable.  Demonstrate your care.

• Understand Listen empathetically and ask questions (70%/30% rule).

• Counsel Recommend solutions based on your  member's needs and objectives.

• Advance  Ensure that member's expectations were exceeded.

I. SUPERVISION RECEIVED

Work assignments are 35% standard or well-structured, 30% determined by direction, and 35% determined by the incumbent. 

II. JUDGMENT

The incumbent must use judgment with regards to the Chief Information Officer's direct reports’ calls / correspondence as to properly prioritize them. The incumbent must use judgment with regards to alerting the Chief Information Officer of possible security/compliance/personnel issues.  The incumbent must exercise discretion in the information released to internal and external contacts.  The incumbent must use tact and discretion in handling incoming telephone calls.

III. EFFECT OF ERROR

Inappropriate, inadequate or faulty preparation of information for presentation to others cannot only be ineffective but damaging to the Official and Management efforts and VyStar’s success and image as a financial institution.

Failure to process and document changes to VyStar policies, bylaws and plans would contribute to an inefficient and uninformed staff and Official family, thus undermining the effectiveness and ultimate success of VyStar.  Error in this area could result is serious negative ramifications to VyStar.

Inaccurate or improper dispensing of information including regulatory information can result in compliance failures and member dissatisfaction with VyStar programs. Such errors can also result in VyStar being subject to stiff fines or other legal actions.

Disclosing improper information can produce and increase stressful, time-consuming activities for personnel.  Failure to adequately direct activities of administrative clerical staff creates confusion and produces ineffective and inefficient clerical support resulting in lack of timely information for decision making at the Management and Official level.

DISCLAIMERS AND WORK ENVIRONMENT

Nothing in this position description is an implied contract for employment.  The position description is intended to be an accurate account of the essential functions.  The functions are not all encompassing and are subject to change at any time by management.

The work environment characteristics described are representative of those that an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made.

As required or requested, may exert up to 20 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.