Executive Administrative Assistant

About the role

This position provides proactive administrative support to executive leaders, including coordinating meetings, calendars, travel, presentations, and projects.

Responsibilities

• Provide proactive support and communication to executives, including correspondence, scheduling, maintaining confidential matters, and supporting strategic planning efforts.
• Manage calendars and schedules for executives, including scheduling meetings and communicating with employees and external contacts. Discuss conflicts with individual executives to determine meeting priorities.
• Coordinate, arrange, and manage logistics for meetings, including reserving and preparing facilities, ensuring appropriate technology is available and functional, ordering and delivering catering, recording and preparing meeting minutes, providing agendas and talking points to speakers and participants, and preparing other meeting materials as required.
• Arrange and coordinate travel schedules, business conference registrations, and all other travel reservations for executives.
• Track all business expenses, gather receipts, and prepare expense reports on behalf of each executive.
• Actively support and/or facilitate special projects as necessary, including conducting research and developing presentation materials.
• Prepare correspondence and other written communication for executives to use with team members, vendors, internal business partners, and senior leaders.
• Schedule team meetings for individual executive’s departments and arrange locations and meals as needed.
• Communicate with other credit union departments to ensure information from executives is coordinated and dispersed as needed.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree in Business or related field preferred.
• 5+ years’ experience supporting executives.
• Proficient in using Microsoft Office products (Excel, Word, Outlook, Visio, etc.).

Skills

• Ability to handle matters of an extremely confidential nature.
• Excellent communication skills (both written and oral) with all levels of the organization.
• Ability to project a high degree of professionalism in all interactions with employees and external stakeholders.
• Strong interpersonal skills with a customer service mindset.
• Ability to identify problems, think critically, and develop solutions.
• High level of organizational and multi-tasking abilities.
• Ability to take initiative and work independently when needed.
• Demonstrate behaviors consistent with the credit union’s values, philosophies, and leadership characteristics.

Physical Demands

• Expected to lift up to 20 pounds from time to time.
• Must be able to stoop, bend, reach, or stand for extended periods of time.
• Must be able to sit and use a computer for extended periods of time.
• Works in a general office environment and may travel to other credit union facilities as needed.