Overview
Administrative Assistant Jobs in Birmingham, AL at Brookstone Restoration
True Sky Credit Union
Structured Compensation – Job Description
Administrative Assistant-Executive Support
Data Year: 2025
Prepared On: 05/13/2025
Department:
Administration
Grade:
7
Reports To:
Chief Information Officer
Classification:
Non-Exempt
Supervises Direct:
0
Supervises Indirect:
0
Approved By:
President
Effective Date:
05/13/2025
Revised Date:
05/13/2025
Role:
Provides professional, confidential administrative support to the Executive Leadership Team, enabling the executives to focus on strategic and operational priorities. The Administrative Assistant coordinates calendars, meetings, travel, documentation, and office operations to ensure the efficient daily functioning of the executive office.
Essential Functions & Responsibilities:
E
30%
Deliver confidential administrative support to the Executive Leadership Team, including project coordination, drafting correspondence, preparing presentations, and managing executive calendars.
E
15%
Screen and prioritize incoming mail, phone calls, and electronic communications; draft responses and prepare routine and ad hoc reports.
E
15%
Maintain official policies, procedures, contracts, and other administrative documents; ensure proper version control, archiving, and accessibility.
E
10%
Coordinate meetings, prepare agendas, arrange logistics and technology, record minutes, and track follow up actions to completion.
E
10%
Arrange domestic and occasional international travel for executives; process expense reports in accordance with policy.
E
10%
Manage office supplies, subscriptions, and service contracts; liaise with vendors to ensure cost effective procurement within budget.
E
5%
Assist with basic project management tasks using approved software; compile status updates and progress reports.
N
5%
Other duties as assigned.
Performance Measurements:
1.
Timeliness & Accuracy – Deadlines for correspondence, reports, and meeting materials are met with minimal errors.
2.
Calendar Management – Executive calendars maintained.
3.
Action Tracking – Action items from executive meetings logged and followed up within agreed timelines
4.
Documentation Compliance – Contract and policy repositories kept current and organized, with no compliance exceptions noted in audits.
5.
Professionalism & Confidentiality – Demonstrates discretion and exceptional service in all internal and external interactions.
6.
To stay current and comply with all federal and state regulations including Bank Secrecy Act (BSA), Office of Foreign Assets Control (OFAC) and all credit union policies and procedures.
Knowledge and Skills:
Experience
One year to three years of similar or related experience.
Education
A high school education or GED.
Interpersonal Skills
Work involves much personal contact with others inside and/or outside the organization for the purpose of first-level conflict resolution, building relationships, and soliciting cooperation. Discussions involve a higher degree of confidentiality and discretion, requiring diplomacy and tact in communication.
Other Skills
Excellent organizational and communication skills including attention to detail and editing skills. Advanced proficiency with Microsoft programs: Outlook, Word, Excel and PowerPoint. Flexible and able to prioritize and handle multiple tasks and responsibilities. Experience with providing admin support to a Foundation or 501c3 and grant writing experience preferred.
Physical Requirements
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 occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
Work environment characteristics 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 not exposed to weather conditions.
The noise level in the work environment is usually moderate.
This Job Description is not a complete statement of all duties and responsibilities comprising the position.
Show more
Title: Administrative Assistant
Company: Brookstone Restoration
Location: Birmingham, AL
