Administrative Assistant

Company Description

First Financial Federal Credit Union is a not-for-profit financial cooperative providing banking products and services to its members in Monmouth and Ocean County. Our goal is make a first rate difference in our Member’s lives by providing the highest level of quality products and personalized services while maintaining financial integrity and stability. We have been putting people first and enriching our Member’s lives since 1936 by identifying their needs and providing trustworthy and value added solutions.

First Financial Federal Credit Union is a technology driven organization with efficient systems and easy to deliver products. We are par with community banks and can provide you with the kind of environment where your skills and talents can make a difference that will be noticed.

Job Description

Summary: The Administrative Assistant provides high-level administrative and clerical support to senior management, including reception coverage, project coordination, and partnership with Human Resources and the Facilities Coordinator. This role also supports Board meeting operations through the preparation of meeting materials, maintenance of minutes, conference scheduling, and travel coordination. Success in this position requires professionalism, discretion, confidentiality, and strong organizational skills.

Responsibilities:

Board & Executive Support

• Coordinate all Board activities, meetings, special events, and travel logistics.
• Compile, organize, and distribute monthly Board Books and quarterly Supervisory Committee books.
• Oversee the annual meeting, manage Board dinner arrangements, and coordinate guest speakers.
• Answer executive phone lines during the President's absence, route inquiries, and manage tentative calendars.

Facilities & Vendor Management

• Manage service contracts for postage, irrigation, landscaping, utilities, HVAC, cleaning, water cooler vendors, etc.
• Solicit competitive vendor quotes, compare service levels, and evaluate annual renewal agreements.
• Review, verify, and route facility vendor invoices for payment approval.
• Schedule mandatory fire and backflow inspections, remediate violations, and process annual state/local fees.

Human Resources & Employee Engagement

• Partner with Human Resources to assist with recruiting, onboarding, back up to payroll processing, and events
• Plan and execute employee engagement events, including the annual Thanksgiving luncheon and employee barbecue.
• Prepare, print, and distribute official employee service award certificates.
• Coordinate corporate travel arrangements and itineraries for credit union staff.
• Mail Courier Backup for the Facilities Coordinator.

Operations & Office Management

• Coordinate off-site meetings and arrange catering/refreshments for branch seminars.
• Coordinate signature collection and secure professional notarization for mortgage-related documents.
• Draft, format, and finalize high-quality correspondence, memos, forms, tables, and departmental manuals.
• Oversee general office upkeep, including quarterly refrigerator cleaning and laundering event linens.
• Maintain strict adherence to all banking regulatory standards, including the Bank Secrecy Act (BSA).

Qualifications

Qualifications

• High school diploma or GED required; some college coursework preferred.
• Minimum of five years of related secretarial or administrative experience.
• Credit Union and Banking experience a plus
• Demonstrated initiative and ability to work independently.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and project coordination skills.
• Proficiency in Microsoft Access, Excel, Word, PowerPoint, and Outlook.
• Strong interpersonal skills and the ability to work effectively with a range of stakeholders.
• Ability to handle sensitive information with a high degree of confidentiality.
• Sound judgment, problem-solving ability, and logical decision-making skills.

Additional Information

As a First Financial employee, you'll enjoy a challenging work environment and an
opportunity to make a difference. We offer paid training and a great benefits package
including Medical, Dental, Rx, Vision, Life Insurance, Vacation, Sick, Personal, Tuition
Assistance Program and Retirement Plan.

Equal Opportunity Employer/Veterans/Disabled