Executive Assistant

About the role

The Executive Assistant (EA) supports the CEO and senior leadership team at Medallion Bank. This role requires strong organizational skills, discretion, and the ability to manage a wide range of responsibilities, including investor relations support, board of directors coordination, and day-to-day operational tasks.

Responsibilities

• Manage calendars for senior leadership, adjusting as necessary to address urgent requests and protecting executive focus time.
• Proactively protect executive focus time by declining, rescheduling, or consolidating meetings as appropriate.
• Ensure all scheduled meetings have a clear purpose prior to being confirmed.
• Build in adequate transition time between commitments.
• Cook up materials for leadership, formal committee, and strategic planning meetings.
• Handle expense management and reimbursement requests from senior leadership.
• Triage executive email inboxes, surfacing high-priority items requiring immediate attention and flagging time-sensitive requests.
• Manage outgoing communications timelines to ensure all commitments and responses are met.
• Make travel arrangements in an expeditious, accurate, and cost-effective manner.
• Ensure complete itineraries, including transportation and lodging logistics, meetings, social and special events, and meals.
• Draft correspondence, reports, and communications on behalf of executives.
• Coordinate logistics for board meetings, including scheduling, agenda preparation, and distribution of materials.
• Cook up management communication schedules and activities with key stakeholders, including directors of the Bank’s and parent company’s boards.
• Own Bank-wide ABA training schedules and assignments, including regular tracking and follow-up.
• Oversee office administration tasks, including scheduling, records storage and filing, assigned vendor management, supply management, visitor handling, etc.
• Serve as liaison between the executive team and employees, ensuring effective information flow.
• Proactively monitor key stakeholder relationships and alert leadership when touchpoints or follow-ups are overdue.
• Handle sensitive requests, company confidential information, and stakeholder information with discretion; act as a trusted representative of senior leadership.
• Perform other duties as assigned.

Requirements

Preferred Level of Experience: Bachelor’s degree preferred; equivalent experience accepted. 5+ years of experience as an executive assistant, ideally within a financial services, corporate, or publicly traded environment.