Executive Communications Assistant

PRIMARY PURPOSE:

Performs support and communication functions for the President & CEO. Per direction of the President and CEO, assists the Board in meeting implementation, materials, agendas, minutes, Board website and corporate files. The executive communication assistant assists in arranging and preparing speaking engagements, written publication and website materials of the President and CEO and Board members. The executive communication assistant also serves as the corporate secretary.

PRIMARY RESPONSIBILITIES:

1. Executive Support to the President & CEO:

A. Provide office support to the CEO.

• Manage paper and electronic mail and communications, as needed for the CEO.
• Maintain CEO business contacts in electronic database.
• Create and manage strategic contact data bases, as needed.
• Maintain the monthly calendar of the CEO, with ongoing schedule changes or additions.
• Schedule internal and external meetings, appointments, presentations, speaking engagements; prepare, assemble and distribute relevant briefing materials/meeting packets for these events; execute follow-up activities promptly.
• Coordinate and schedule CEO travel arrangements with travel agency to include visa applications and schedule changes; update calendar to reflect travel.
• Provide confidential maintenance of files (paper and electronic).
• Arrange for translation materials needed by the CEO.
• Perform other duties as required to support WOCCU’s goals and objectives.

B. Program Execution:

• Execute arrangements in hiring consultants for the CEO’s office, including due diligence, contracting, monitoring, reports and budgets.
• Execute special projects as assigned by the CEO; may include membership drive projects, research projects, public relations projects, fundraising projects and field programs.
• Organize and manage CEO Engagement Travel programs

2. Communications and Engagement:

• Distribute information from the CEO to WOCCU staff, Board or stakeholders as requested.
• Prepare and edit written correspondence for the CEO as assigned.
• Create and edit confidential, as well as routine CEO reports, updates.
• Support completion of the President and CEO speeches, reports and presentations.
• Under direction of the CEO and in consultation with the Board Chair, prepare correspondence for the Chair’s signature.
• Ensure remarks/presentations are prepared as required for Directors.
• Provide research and editing for essays, white papers and social media.
• Lead website design, communication and maintenance for the CEO office.

3. Board Communication/Board Committee Meetings:

A. Support Board and Committee Meetings:

• Prepare and issue agendas with supporting materials within timelines set by Board policy for all Board and Committee meetings of World Council of Credit Unions, Inc., Worldwide Foundation.
• Prepare/issue notices of meetings of the Board.
• Supervise and execute all logistical arrangements required for Board and Committee meetings of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Prepare agenda, logistical arrangements and background materials/manuals for new Director orientation sessions.
• Assist Board members with travel arrangements where necessary and helpful.
• Organize and participate in Board and Committee meetings as the recording secretary.
• Prepare and post draft minutes of all Board and Committee meetings of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Prepare “Business Arising” report and other reports for inclusion in the Board book of materials as required for meetings of the Boards of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Update and maintain Board webpage.
• Maintain conflict of interest records for all Board members on an annual basis for each of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Assist Board members with any inquiries, issues, request or assistance as needed while keeping the President & CEO informed.

PRIMARY RESPONSIBILITIES (CONTINUED):

B. Board Policies & Corporate Bylaws:

• Ensure Board policies are reviewed and ensures updates are circulated and included in the corporate Board policy manual as required for each of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Ensure corporate bylaws are updated as required for each organization when bylaw amendments are approved at annual/special meetings of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Maintain order of official corporate records, including minutes, bylaws, and credentials.

C. General Assembly Meetings/Annual World Credit Union Conference:

• Prepare agenda, logistical arrangements and supporting materials for Directors in regard to annual/special meetings of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Organize and schedule delegate briefings and consultation meetings.
• Prepare draft minutes of all annual meetings of World Council of Credit Unions, Inc., Worldwide Foundation, and WOCCU Services Group Inc.
• Prepare/issue notices of meetings.
• Prepare individual event schedules and notes to Board members to assist them with managing their schedules.
• Prepare/circulate resolutions and bylaw amendments in advance of annual/special meetings World Council of Credit Unions, Worldwide Foundation, and WOCCU Services Group
• Prepare and circulate a Delegate Handbook for delegates to the General Assembly annual/special meetings of World Council of Credit Unions, Inc.

4. Member Support:

• Represent the organization professionally, confidentially, efficiently and tactfully while in contact with members, supporters, donors either face to face or telephone/email. 
• Maintain and update member information files in the CEO office. 
• Track member events and help plan Executive office participation in member events. 
• Support Member Engagement activities per assignment from the CEO 
• Support the CEO in maintaining regular and effective communications with the Membership and with supporters.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to ensure individuals with disabilities to perform the essential functions.

Education and Experience: Bachelors of Arts or Science degree. Three years of similar or related work and communication experience. Proficient with a wide range of office correspondence, writing and editing, presentation media and communication skills, internet, database and filing systems. Processes strong customer service, organizational, prioritization skills and ability to handle multiple projects.

Language Skills: Fluent in English (read, write and speak). Excellent writing skills, including superior ability to draft original text independently.

Mathematic Skills: Proficient at basic accounting skills.

Reasoning Skills: Ability to use discretion when working with confidential and proprietary information and resources. Can follow time lines for internal processes from initial preparation, to follow-up and the evaluation process.

Computer Skills: Proficient in personal computers (i.e. MS–Office Suite: Excel, Outlook, Power Point, Internet Explorer and other browsers and Microsoft Word - demonstrate a typing speed of 60 wpm).

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee may occasionally be exposed to outdoor weather conditions extreme heat and/or cold and working in unusual places. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit (occasionally for extended periods of time). The employee is frequently required to talk, hear, reach and stands; rarely required to stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds.

TRAVEL: Up to 45 days per calendar year; domestic and international travel.

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary.