Note: The job is a remote job and is open to candidates in USA. Velera is the nation’s premier payments credit union service organization and an integrated fintech solutions provider. The Executive Administrator plays a critical role by providing complex administrative support to the Executive and Senior Leadership teams, managing email and calendaring, and supporting enterprise-level initiatives.
Responsibilities
- Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (‘ELT’) and/or Senior Leadership Team (‘SLT’) ensuring routine and complex matters are handled in a timely and professional manner
- Calendaring – manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time
- Meeting Management – schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes
- Event Management – ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams
- Expense Report Management – ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines
- Invoice processing – ensure that invoices are approved in a timely manner – gather any needed information for an informed decision
- Travel – book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference
- Presentation and Reports – develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed
- Manage Correspondence – process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information as needed
- Behalf of the leader. Initiate follow-up to ensure item was handled if a reply or specific action is requested
- Committee Support – where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records
- Onboarding – working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan
- Confidentiality - must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications
- Prioritization – direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities
- Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants
- Backup – act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project
- Process Improvements – identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success
- Perform other job duties as assigned
Skills
- Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required
- Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required
- Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint
- Superior communication skills necessary to comprehend and compile communication on behalf of the leader
- Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients
- Proficient in clear and effective business writing techniques
- Proven ability to adapt to change. Being able to change priorities and quickly move from one task to another as dictated by the leader
- Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency
- Strong interpersonal skills and the ability to build relationships with all stakeholders
- Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results
- Proven ability to handle confidential information with discretion
- Adaptable to various competing demands and demonstrate the highest level of customer/client service and response
- Ability to effectively work in a high pressure, fast paced environment
- Superior problem-solving skills. Ability to anticipate and resolve issues from prior experience
- Ability to work effectively independently and as part of a functional team
- After normal working hours work may be required to respond to urgent requests
- Travel may be required to support on-site or off-site events
- Bachelor's degree preferred
Benefits
- Competitive wages
- Medical with telemedicine
- Dental and Vision
- Basic and Optional Life Insurance
- Paid Time Off (PTO)
- Maternity, Parental, Family Care
- Community Volunteer Time Off
- 12 Paid Holidays
- Company Paid Disability Insurance
- 401k (with employer match)
- Health Savings Accounts (HSA) with company provided contributions
- Flexible Spending Accounts (FSA)
- Supplemental Insurance
- Mental Health and Well-being: Employee Assistance Program (EAP)
- Tuition Reimbursement
- Wellness program
- Benefits are subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions
Company Overview