Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative support to the President/CEO and senior leadership team, coordinating executive operations, board and committee activities, scheduling, and organizational logistics. This role requires exceptional judgment, discretion, and the ability to manage sensitive information confidentially. The Executive Assistant must exhibit superior organizational and communication skills while acting as a liaison with board members, credit union executives, and external stakeholders.

View the attachment for the full description.

Key Responsibilities

Executive & Leadership Team Support

• Manage the President/CEO’s calendar, including meetings, appointments, speaking engagements, and travel arrangements.
• Answer questions with tact and diplomacy, take messages, and direct calls appropriately.
• Coordinate staff efforts within and outside the department.
• Monitor and communicate meetings, projects, and events.
• Assist the CEO in developing presentations and prioritize matters requiring the CEO’s attention.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail, maintain email and address directories, compose and prepare letters for the CEO’s signature.
• Schedule meetings, prepare and distribute meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables, and charts.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems, confidential and sensitive information.
• Attend meetings, take notes, prepare minutes and summaries, and complete special projects.

Board & Committee Support

• Serve as recording secretary, draft, edit, and distribute accurate minutes for multiple boards and committees.
• Act as a liaison for Network Board of Directors meetings, prepare meeting packets for distribution.
• Liaise for Foundation, Trustees, and other boards, prepare meeting packets.
• Schedule Board and committee meetings, assist in member dues communications and annual meeting planning and execution.

Office Administration & Events

• Manage day-to-day office operations, handle incoming calls and visitors professionally.
• Distribute mail and prepare meeting spaces.
• Plan and execute staff events, coordinate with vendors, manage catering orders, make dinner reservations, and handle event registrations.
• Maintain organized and secure executive files and documents.
• Check mail regularly, prepare mailings, sort and triage incoming mail, prepare and send out packages and correspondence.
• Assist in staff registrations for events and travel, coordinate travel arrangements, ensure necessary documents are valid and up-to-date.

Special Projects & Other Duties

• Assist with surveys and outreach coordination, provide general administrative support across departments.
• Assist with annual budget preparation, CEO review with the Board of Directors, and perform other duties as assigned.

Ideal Candidate Profile

The ideal candidate is a detail-oriented self-starter with prior experience in the financial services industry or with a technology team. They exhibit sound judgment, prioritize and make decisions, are energetic and eager to tackle new projects and ideas, and are comfortable interacting with high-level executives. A team player capable of cultivating productive working relationships across the firm, the ideal candidate is resourceful and thrives in a fast-paced environment.

Required Skillset and Background

• Three to five years’ prior experience in supporting a senior executive or team.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.