Executive Services Manager - #254588

Department : Executive Services

Reports To: Chief Executive Officer

Grade: 13 Classification: Exempt

Supervises Direct: 4 Supervises Indirect: 0

Role

Provides proactive support to the President/CEO in all facets of the position to enhance their productivity and effectiveness. Understands the strategic direction and needs of the President/CEO and applies independent professional judgement beyond prescribed policies and procedures to carry out the credit union's Vision of "The Most Loyal Members in the Nation". Provides administrative support for the Board of Directors and acts as a liaison for the Officials and the Executive Team. Oversees and supervises administrative support to the Executive Team/leadership staff members, providing strategic leadership and tactical guidance for all functions across Executive Services. Serves as an active partner in Rogue's Vision through an unwavering dedication to the credit union's Service Promises for internal and external members and stakeholders.

Essential Functions & Responsibilities

50% Provides confidential, administrative support to the President/CEO. Requires full awareness of the President/CEO’s priorities, must maintain confidentiality at all times and demonstrate in- depth knowledge of functions. Proactively supports the President/CEO in maintaining effective communication and management of key stakeholder relationships including the Board of Directors, credit union Officials, Executive Team, Staff, Members, and other external parties. Takes initiative in identifying and organizing daily, weekly, monthly, and annual priorities, work assignments and determining the most effective means for maximizing the President/CEO’s strategic and tactical effectiveness. This objective is accomplished through the effective management of their appointment and priority calendar, the management of a variety of internal and external communication channels, including, but not limited to: telephone, e-mail, text, and other physical or electronic channels. Proactively composes letters, written reports and completes assignments from verbal direction and from knowledge of organization policy, procedures, and practices. Regularly scans, researches, reviews, and collects information and current credit union industry news to keep the President/CEO prepared and informed of relevant issues. Proactively provides applicable internal credit union information, including providing an overview of Rogue-Net posts during their absences. Ensures the President/CEO is prepared in a timely manner for internal and external meetings and events.

20% Oversees all functions within the Executive Services Department, ensuring that tasks are completed in an accurate, timely and in a manner consistent with the credit union’s Service Promises. Ensures that direct reports work effectively with every department to support the credit union's success while focusing on member service and loyalty. Recruits, hires, trains, coaches and motivates a highly qualified staff sufficient to meet the daily operational needs of the Executive Services Department. Establishes and maintains objective accountability measurements and evaluates performance on all direct reports. Manages employees as assigned with a coaching culture to consistently strive toward the highest level of achievement and performance in building Member Loyalty and providing exceptional internal service. Annually creates, maintains and updates the Executive Services Department Business Plan, including overseeing the annual budget for the department.

10% Oversees the proactive coordination of meetings for the benefit of the President/CEO, Executive Team, leadership staff members and Officials. Ensures the reservation and preparation of meeting spaces, the timely preparation and delivery of meeting packets. Ensures the required supplies, tools, and meals are available and the timely, accurate transcription of minutes. Helps prepare President/CEO for their role in meetings including developing presentations, materials, and providing background information. Provides support and serves as point of contact for the Board of Directors and Supervisory Committee (Officials).

5% Oversees the processing of invoices, billings, and expense reimbursements for the Executive Team and Officials. Provides administrative support to the credit union Officials as needed and directed by the President/CEO. Anticipates travel needs and assists accordingly. Oversees the travel logistics for credit union business, including conference registration, flight and hotel arrangements, and other travel related items.

5% Oversees the proactive maintenance and update of credit union Policies, Guidelines, Official Records, and related Policy and Guideline communications systems. Ensures the accurate and timely archival of Policies, Guidelines and Official Records.

5% Serves as the primary contact point for members, staff and others communicating or meeting with the President/CEO. Initiates communication with staff and external stakeholders while maintaining appropriate transparency regarding organization and department decisions. Takes ownership of and sets tone of visitor experiences and ensures that all visitors (internal and external) are served while focusing on the credit union's Service Promises. Serves as the President/CEO's representative as requested at both internal and external meetings and events.

5% Serves as a trusted, confidential advisor to the President/CEO. Proactively performs other duties as needed or assigned.

Performance Measurements

• Supports and practices Rogue's Vision, Mission, Values and Loyalty Culture. Utilizes the Service Promises with both internal and external members. Embraces Rogue's community involvement program in a positive and proactive manner. Demonstrates empathy, self-reflection, and adjustment of own behaviors, displaying effective emotional intelligence.
• Maintains confidentiality with credit union information and all other information gathered or received while serving in this position.
• Maintains a professional work environment and businesslike appearance while at all times understanding this position acts as a direct representative of the President/CEO.
• Demonstrates the successful ability to train, motivate and supervise employees and maintain an effective schedule of work flow for the department. Assumes a leadership role and sets an example by direct coaching and mentoring as well as by directing activities to achieve stated departmental and budgetary goals. Provides leadership through a modeling of behaviors and bringing forward new ideas and new, efficient processes. Serves as a positive influence to peers and credit union staff in the achievement of our loyalty strategy and development of our loyalty culture.
• Demonstrates an advanced ability to communicate effectively and accurately with a diverse group of stakeholders in a way that positively reflects on the President/CEO. Practices active listening in communications with others, giving full attention and listening to understand, not just respond.
• Demonstrates a working knowledge of credit union movement practices, products, issues, challenges, and opportunities. Effectively organizes projects, prioritizes work flow, and completes multiple tasks simultaneously and accurately.
• Effectively clears the path of day to day activities so the President/CEO is allowed to focus on strategic issues that ensure the long-term success of the credit union.
• Demonstrates considerable flexibility and emotional willingness, and resilience to accept unanticipated changes in priorities and direction. Identifies potential change opportunities and actively seeks to adapt.
• Establishes and maintains effective relationships with internal/external stakeholders through consistent use of the Service Promises.
  
  

Knowledge And Skills

Experience: Three years to five years of similar or related experience.

Education: Equivalent to a college degree (BS or BA in a relevant field) in business or a related field, actively pursuing the completion of a four-year degree, or commensurate experience in a similar position.

Interpersonal Skills: A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and is usually of a personal or sensitive nature. Work may involve motivating, influencing or training others. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability of influence and/or sell ideas or services to others.

Other Skills: Excellent organizational and editing skills; typing skills utilizing Word at or above the 75th percentile in speed and 90th percentile in accuracy; proficient in Microsoft Word, Excel, PowerPoint, and Outlook, has advanced working knowledge of credit union operations and terminology. Employee must have and maintain a valid driver’s license. Supervisory experience is a plus.

Physical Requirements: Some lifting required (up to 30 pounds), continuous sitting, occasional standing and occasional walking. Finger dexterity while using computer. Occasional talking and hearing in person and on the telephone. Continuous clarity of vision at 20 inches or less and continuous clarity of vision at 20 feet or more. Employee may be required to travel for business away from area via various modes of transportation for several days at a time with minimal notice.

Work Environment: This job is an exempt position that requires flexibility in scheduling tasks and projects. The employee must independently monitor hours and judge the time needed to be spent on applicable duties. Employee must be capable of proactively adjusting to unpredictable schedules. Employee will have frequent contact with the Board of Directors, Dignitaries and Executive Management of other businesses. As a direct representative of the credit union, the employee must conduct and present themselves courteously and professionally. Exposed to potentially hazardous condition, i.e., robbery.

Disclaimer

Job descriptions are not intended, and should not be construed to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair pay decisions about jobs.

Note: Rogue Credit Union is a drug free workplace and requires a drug screening test within 48 hours of employment offer.

Rogue Credit Union is an Equal Opportunity Employer and makes employment decisions without regard to race, color, national origin, religion, sex, age, disability, veteran status, or any other protected class. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method, please call (541) 622-7577 or email [email protected].

This Job Description is not a complete statement of all duties and responsibilities comprising the position.