Executive Administrative Assistant

About the Role

We are seeking a highly organized, proactive, and strategic Executive Administrative Assistant to support senior Compliance leadership. This role serves as a trusted partner to Compliance executives, acting as an extension of the leadership team to drive operational effectiveness, manage organizational routines, coordinate strategic initiatives, and ensure seamless execution of key priorities. This position goes beyond traditional administrative support and requires exceptional judgment, executive presence, communication skills, and the ability to operate effectively in a fast-paced, highly regulated environment. The Executive Administrative Assistant will coordinate leadership meetings, manage executive communications, support large-scale department initiatives, develop executive presentations, oversee logistical planning for key events, and maintain visibility into department priorities and action items. The ideal candidate is a strong project coordinator, skilled communicator, and highly organized professional who can anticipate needs, drive follow-through, and build effective partnerships across all levels of the organization.

Responsibilities

• Manage executive calendars, scheduling priorities, and meeting logistics.
• Coordinate leadership meetings, executive one-on-ones, staff meetings, and department planning sessions.
• Track action items, commitments, and follow-up activities arising from leadership meetings.
• Serve as a liaison between Compliance leadership and internal business partners.
• Support travel planning, conference logistics, and executive event coordination.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and effectiveness.
• Develop and maintain executive presentations, meeting materials, talking points, and leadership communications.
• Support preparation of materials for senior leadership meetings, management committees, board updates, and organizational reviews.
• Assist with organizational planning routines and department communications.
• Coordinate department-wide communication initiatives and leadership messaging.
• Ensure consistency, quality, and professionalism across executive communications and presentations.
• Assist with planning and execution of strategic initiatives and special projects.
• Maintain project trackers, action logs, milestone reporting, and status updates.
• Coordinate activities across Compliance, Risk, Supervision, Legal, Operations, and other business partners.
• Monitor progress against objectives and provide visibility into risks, dependencies, and deliverables.
• Support leadership with research, issue resolution, and follow-up activities.
• Coordinate department offsites, leadership meetings, workshops, conferences, and training events.
• Manage agendas, materials, attendee communications, catering, room reservations, and meeting logistics.
• Support planning and execution of Compliance-sponsored conferences, leadership forums, and employee engagement events.
• Maintain meeting documentation and ensure completion of assigned follow-up actions.
• Prepare reports, dashboards, and metrics to support leadership decision-making.
• Assist with budget tracking, invoice processing, and expense management activities.
• Organize and maintain department records, presentation libraries, and document repositories.
• Coordinate recognition programs, employee engagement activities, and department operating routines.
• Support onboarding and administrative activities for new team members.

Requirements

• Bachelor's degree or equivalent work experience preferred.
• 5+ years of experience supporting senior executives or leadership teams.
• Experience managing complex calendars, meetings, travel, and executive communications.
• Demonstrated project coordination or business management experience.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office Suite, including PowerPoint, Excel, Outlook, Word, and Teams.

Core Competencies

• Executive Presence: Demonstrates professionalism, sound judgment, discretion, and confidence when interacting with senior leaders and business partners.
• Communication Excellence: Produces high-quality written communications and presentations and effectively communicates with individuals at all organizational levels.
• Organization & Execution: Effectively manages competing priorities, drives accountability, and ensures timely completion of deliverables.
• Project Coordination: Applies strong planning and organizational skills to support initiatives, meetings, and operational routines.
• Relationship Management: Builds strong partnerships across departments and serves as a reliable point of coordination for executive leadership.
• Problem Solving: Identifies issues, proposes practical solutions, and follows through to resolution.
• Adaptability: Thrives in a fast-paced environment and adjusts quickly to changing priorities and business needs.

Preferences

• Experience supporting executive leaders within Compliance, Risk, Legal, Financial Services, or other regulated industries.
• Experience developing executive-level presentations and leadership materials.
• Experience coordinating large meetings, conferences, or leadership events.
• Familiarity with project management tools such as Smartsheet, SharePoint, Archer, or similar platforms.
• Experience supporting multiple executives or leadership teams simultaneously.

Pay

Pay Range: $26.49-$44.12/hour. Actual base salary varies based on factors, including but not limited to, relevant skill, prior experience, education, base salary of internal peers, demonstrated performance, and geographic location.