Executive Assistant - Administration

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.