Executive Assistant

Description:

Status: Exempt

Reports To: President/CEO

Level: Non-Management

Location: 13304 Alondra Blvd. Cerritos, CA 90703

Job Summary:

The Executive Assistant provides advanced, confidential administrative and organizational support to the President/CEO and executive team. This position plays a critical role ensuring the efficiency of executive operations and maintaining professional communications with internal and external stakeholders. Additionally, the Executive Assistant manages oversight of building maintenance and vendor coordination, ensuring the facility operates efficiently and complies with safety standards. The Executive Assistant regularly exercises own initiative, discretion, and independent judgment to make decisions and complete tasks.

This position may be eligible for a hybrid work schedule of up to one to two remote workdays per week after the completion of training and demonstration of proficiency in the role. Hybrid work arrangements are subject to operational needs and management approval.

Essential Duties and Responsibilities:

Executive Administrative and Support - 35%

• Provide high-level confidential administrative support to the President/CEO and executive team. Manage and maintain calendar, travel, communications, and priorities using discretion and judgement. Prepare and edit reports, correspondence, manuals, spreadsheets, presentations, and other sensitive documents. Independently resolve scheduling conflicts and oversee communications on behalf of executives.
• Conduct research and prepare statistical and financial reports to assist the President/CEO in the development of a variety of plans, documents, or reports.
• Responsible for the maintenance and dissemination of policies. Organize and maintain electronic and physical files, ensuring records are up to date and easily accessible.
• Act as the primary point of contact for internal and external audits and regulatory examinations. Gather requested materials, track responses, and manage follow-ups activities to ensure timely resolution.
• Support special projects and initiatives as assigned by the President/CEO.
• Coordinate company-wide events, including annual membership meeting/election, strategic planning sessions, and holiday events. Manage logistics, communication, planning and collaboration with executive leadership.
• Schedule and manage meetings, ensuring seamless logistics (meeting rooms, catering, technology, etc.), agenda preparation, taking notes, action item tracking and monitoring, and coordination of attendees’ schedules.
• Personal assistant to the President/CEO.

Executive Liaison and Board Support - 25%

• Serve as a key liaison between the executive team, credit union staff, board members, vendors, and external partners. Coordinate board and leadership meeting logistics, prepare and review board packets, and ensure timely delivery of confidential materials. Use judgment to manage executive-level relationships and meeting content.
• Responsible for renewing and maintenance of the Supervisory Committee’s P.O. Box.
• Serve on key internal committees, including election committee. Provide administrative and support for document creation and retention, including agenda preparation, taking notes, tracking and monitoring action items, and coordination of attendees’ attendance.

Facilities and Vendor Oversight - 30%

• Oversee building operations and maintenance by managing vendor relationships, service contracts, routine and emergency maintenance (indoor and outdoor), including janitorial, electrical, plumbing, HVAC, landscape, carpet, elevator, lighting, renew business license, and coordinate annual inspections (fire extinguisher), etc. Review and negotiate facility agreements, coordinate preventive maintenance schedules, and ensure compliance with health and safety standards. Responsible for office and building supplies, and serve as dual control for all building, desk, and office keys.
• Exercise discretion in vendor selection, budgeting, and prioritization of building projects and maintenance. Primary point of contact for Cerritos building-related vendors and service providers.

Office Supply Management - 10%

• Manage essential office systems including supply procurement, equipment service contracts, maintaining and ordering inventory of branded stationery (logo envelopes, checks, statement stock, etc.), vouchers and receipt paper cost-effectively for all locations. Review office-related purchases…