Executive Assistant - Administration

Description

Job Summary Overview

This role serves as a key administrative and operational partner to the Senior Executive Assistant, providing high-level support for the Office of the President & CEO and helping ensure the seamless execution of executive priorities, governance activities, and organizational initiatives.

In working with internal and external contacts, including the Board of Directors, Supervisory Committee, executive leadership, regulators, community partners, members, and vendors, the position will handle a wide range of highly sensitive issues and confidential matters under tight deadlines and pressure.

Essential Job Functions

Executive Assistant (Operational Backbone) 

Reporting to the Senior Executive Assistant, the Executive Assistant manages repeatable, volume-heavy tasks that support the broader functionality of the CEO's office.

Tactical Execution: Handles routine scheduling, travel logistics, expense tracking/processing and basic correspondence under the guidance of the Senior Executive Assistant. 

Office Logistics: Manages physical office needs such as ordering supplies, organizing files, setting up meetings, maintaining Board Room and greeting visitors. 

Document Support: Prepares and formats standard reports, presentations, meeting agendas and minutes based on established templates. 

Data & Record Keeping: Maintains databases, filing systems, and general office records to ensure information is easily accessible. 

Meeting Coordination: Provides logistical support for meetings by booking rooms, arranging catering, and taking minutes.  

Main Priorities:  

• Prioritizes conflicting needs and handles matters expeditiously, proactively, and confidentially. 
• Anticipates CEO needs by preparing agendas, briefing materials, reports, presentations, talking points, and meeting materials. 
• Develops and maintains professional relationships with executive leadership, the Board of Directors, Supervisory Committee, Board Committees, regulators, vendors, and community partners. 
• Coordinates CEO-level communications and ensures all correspondence is professional, accurate, timely, and audience appropriate. 
• Exercises strong attention to detail in all executive reports, presentations, agendas, minutes, correspondence, and confidential materials. 
• Triages issues and requests to reduce distractions and allow the CEO to focus on enterprise priorities. 
• Demonstrates a strong understanding of credit union operations, organizational structure, and governance processes. 
• Provides administrative and logistical support for: 
• Board of Directors meetings
• Supervisory Committee meetings
• Board Committee meetings
• Strategic planning retreats
• Out of state conferences 
• Prepares, compiles, distributes, and maintains confidential Board, committee, executive, financial, and operational materials. 
• Organizes executive meetings, conferences, community events, and site visits. 
• Takes meeting minutes and manages action item follow-up. 
• Coordinates CEO travel arrangements, conference registrations, accommodations, transportation, and expense reporting as needed. 
• Supports enterprise initiatives through calendar coordination, reporting, project tracking, and executive communications. 
• Maintains executive office document management and file organization systems. 
• Handles highly confidential strategic, personnel, financial, regulatory, and governance information. 
• Provides planning assistance and onsite support for Board events, employee events, community engagements, and executive functions. 
• Evaluates and utilizes productivity tools to improve efficiency and executive office effectiveness. 
• Performs other duties as assigned.

Requirements

Position Required Qualifications

Minimum Education and Experience

• High School Diploma or GED required. 
• Minimum five (5) years of progressively responsible executive support, project administration, office management, or governance support experience. 
• Previous experience supporting a CEO, President, C-Suite executive, Board of Directors, or executive leadership team. 
• Demonstrated experience managing highly confidential information.

Knowledge, Skills, and Abilities

Advanced Microsoft Office proficiency, including Outlook, Word, Excel, Adobe, PowerPoint, Teams, OneDrive, and SharePoint. Ability to type 60 WPM with high accuracy. Exceptional written and verbal communication skills. 

Strong grammar, proofreading, editing, and business writing capabilities. Ability to read and interpret financial reports, legal documents, regulatory communications, and governance materials. Strong organizational and time management skills. Ability to manage multiple priorities in a fast-paced executive environment. Executive presence and professional judgment. Ability to collect, analyze, and synthesize information. Strong attention to detail and problem-solving capability. Demonstrated discretion and confidentiality. Ability to build positive relationships with diverse stakeholders, and to maintain composure during high-pressure situations.

Licenses, Training, and Certifications Required

None.

Preferred Qualifications

• Bachelor's Degree. 
• Experience supporting at a credit union, bank, or financial institution. 
• Experience coordinating board packets, governance materials, and executive communications. 
• Understanding of credit union governance and regulatory environments. 
• Ability to understand the "big picture" and proactively identify and resolve issues. 
• Strong executive protocol and relationship management skills. 
• Demonstrated experience managing multiple complex calendars and competing priorities. 
• Event planning and travel coordination experience. 
• Experience with Concur and board-management software.

Hybrid Work Environment and Physical Demands

• Regularly required to reach with hands and arms. 
• This position requires the ability to walk throughout the workday to perform essential job functions
• Regularly required to sit or stand to perform essential job functions
• Occasionally lift and/or move up to 50 pounds. 
• Specific vision abilities include close vision, distance vision, and peripheral vision. 
• Must be able to travel independently to meetings, community events and out of state commitments
• Ability to travel out of state; minimally twice annually
• Employees working remotely must maintain reliable business-grade internet access and a dedicated workspace.
• This is a hybrid work logistic role

NOTE: The job description is intended to be generic in nature. It is not an exhaustive list of all duties and responsibilities. Requirements listed in the above qualifications and physical requirements are representative of the knowledge, skill, abilities, physical demands, or work environment required or encountered that must be met by an employee to successfully perform each duty and each function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.