Executive Assistant, Corporate

Starting pay for successful applicants is generally within the minimum to midpoint of the pay range. Offers depend on job-related factors including individual experience, knowledge, training, education, geographic location, market demands, and internal equity.

Position Purpose

Provide high-level strategic and administrative support to President/CEO and Board of Directors. Manage the CEO's schedule, communications, Board governance, meetings, travel, records, contracts, and executive events. Anticipate needs, organize priorities, follow through on commitments, and ensure the CEO has the information needed to make informed decisions. Demonstrate exceptional judgment, discretion, technical proficiency, calendar mastery, and the ability to manage both strategic executive support and detailed logistics. Maintain confidentiality and represent Fortera professionally with employees, Board members, regulators, vendors, members, and community partners.

Responsibilities

• Executive Support
  • Manage the CEO's calendar by evaluating requests, resolving conflicts, protecting time for strategic work, and ensuring adequate preparation and travel time between commitments.
  • Manage the CEO’s email (including limited personal logistics connected to CEO availability) by monitoring incoming communications, prioritizing messages, responding independently within delegated authority, tracking follow-up through completion, and ensuring the CEO’s attention is focused on matters requiring executive judgment.
  • Maintain an organized executive communication system by managing email folders, categories, flags, and reminders to ensure important communications, approvals, commitments, and deadlines are not overlooked.
  • Maintain CEO’s weekly priorities, prep list, follow-up list, and decision queue.
  • Review incoming communications and determine which items require immediate attention, additional information, delegation, or scheduling. Obtain needed information from staff, coordinate follow-up, and present issues to the CEO with the information needed to make an informed decision whenever practical.
  • Prepare correspondence, reports, presentations, meeting materials, and other business documents, including drafting email responses for the CEO and proofreading before distribution.
  • Prepare the CEO for meetings by assembling agendas, background information, supporting documents, and key decisions requiring attention.
  • Arrange travel, lodging, transportation, itineraries, and complete expense reports.
  • Maintain organized executive files and confidential records. Protect confidential, highly sensitive information and exercise sound judgment.
  • Schedule executive meetings and confirm attendee availability. Prepare agendas and distribute meeting materials before meetings. Ensure meeting locations, technology, printed materials, and supplies are ready before meetings begin.
  • Record meeting minutes when requested. Document decisions and action items. Track assignments made by the CEO, follow up with responsible employees, identify overdue items, and provide status updates until work is completed.
  • Remind the CEO of upcoming deadlines, commitments, and unresolved issues.
• Board Governance
  • Schedule Board of Directors and Board Committee meetings. Prepare, proofread, and distribute Board packets within established deadlines.
  • Serve as the primary administrative contact for Board members. Ensure all board interactions are handled accurately and professionally.
  • Record Board and Committee meeting minutes. Maintain Board resolutions, minutes, bylaws, committee records, governance documents, and historical records.
  • Arrange Board travel, lodging, meeting locations, meals, and expense reimbursement.
  • Maintain corporate records in accordance with legal and regulatory requirements. Partner with Risk Management to ensure Board policies are reviewed and presented according to the approved review schedule.
• Administrative Coordination
  • Obtain information requested by the CEO from department leaders and follow up until it is received.
  • Track assignments made by the CEO and monitor progress toward completion. Notify the CEO of missed deadlines, scheduling conflicts, incomplete assignments, and issues requiring attention.
  • Maintain an organized system for tracking executive priorities, pending requests, follow-up items, and commitments.
  • Resolve routine administrative issues within assigned authority and elevate issues requiring executive direction with relevant background information.
  • Maintain executed contracts and monitor renewal dates. Route contracts for review and signature according to established approval authority.
  • Maintain corporate records so they are complete, organized, secure, and readily available.
• Event Planning
  • Plan and lead the execution of Board meetings, executive meetings, leadership retreats, strategic planning sessions, volunteer committee meetings, and executive events.
  • Develop project plans, timelines, and task lists and ensure milestones are completed on schedule.
  • Select and manage vendors and coordinate venues, catering, audiovisual services, transportation, lodging, meeting materials, registrations, and other event requirements.
  • Partner with internal departments to assign responsibilities, monitor progress, resolve issues, and ensure deliverables are completed on time.
  • Serve as the primary contact for vendors, venues, speakers, and participants before, during, and after events.
  • Manage approved event budgets, invoices, and expense reports. Conduct post-event evaluations and recommend improvements.
• Professional Relationships
  • Build productive working relationships with Board members, executives, employees, regulators, vendors, members, and community partners.
  • Identify administrative process improvements and implement approved changes.
  • Provide back-up support for other Executive Assistants when needed.
• Compliance and Training
  • Complete all required training and comply with Credit Union policies and applicable regulations.
  • Attend and participate in required meetings and committees.
  • Participate in community and civic events to promote awareness of the Credit Union in the communities we serve.
  • Satisfactorily complete all required compliance training and comply with all regulations which apply within the scope of the position, including Bank Secrecy Act compliance.
• Additional Duties
  • Ensure work area and assigned equipment are clean, secure, and well-maintained.
  • Perform other duties assigned by the President/CEO.

Performance Measurements

• Board packets are accurate and distributed on time.
• Meetings, travel, and executive events are executed without avoidable issues.
• CEO documents require minimal revisions.
• Executive commitments and follow-up items are tracked to completion.
• Corporate records and governance documents are complete and current.
• Confidential and highly sensitive information is handled appropriately.
• Deadlines are consistently met.
• Professional relationships are maintained with Board members, executives, employees, vendors, regulators, and members.
• Fortera Core Values are satisfactorily demonstrated in daily work.

Requirements

• Education/Certification
  • High school graduate or equivalent.
  • Bachelor’s degree in business administration or related field preferred.
  • Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Project Management Professional (PMP) certifications a plus.
• Experience
  • Ten to fifteen years of executive administrative experience.
  • At least five years supporting a President, CEO, or other C-suite executive.
  • Three to five years’ experience supporting a Board of Directors required.
  • Experience planning executive meetings, retreats, and multi-day out-of-state events.
  • Experience managing confidential information and executive communications.
  • Financial services or other regulated industry experience preferred.
• Skills/Abilities
  • Preference for working in organizations that prioritize personal humility, diversity, inclusion, teamwork, and collaboration.
  • Exceptional organization and attention to detail.
  • Excellent oral, written, and interpersonal communication skills.
  • Strong proofreading and document formatting skills.
  • Strategic thinking and problem-solving abilities.
  • Ability to manage multiple priorities and meet deadlines.
  • Ability to exercise sound judgment and maintain confidentiality with highly sensitive information.
  • Ability to work independently and follow through with minimal supervision.
  • Ability to work in a cooperative manner with others.
  • Advanced proficiency with MS Office, Teams, Adobe Acrobat, Zoom, and Board management software.
  • Demonstrates professionalism, confidence, and emotional intelligence in high-visibility situations.
  • Presents a positive, upbeat attitude.
  • Demonstrates executive presence, including the ability to communicate with confidence, demonstrate sound judgment, maintain composure under pressure, and effectively influence executive-level stakeholders.
  • Ability to build trust and work with strong personalities.
  • Regular and predictable attendance.
  • Ability to work after hours and occasional weekends in support of Board meetings and events.
  • Occasional local and out-of-state travel is required.

Schedule

Position works on-site, Monday through Friday, at the corporate office during normal business hours (8am – 5pm).

Physical and Mental Requirements

• Physical Activities
  • Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
  • Grasping: Using fingers and palm on an object.
  • Talking: Especially where one must frequently convey detailed/important instructions or ideas accurately, loudly, or quickly.
  • Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.
  • Average Hearing: Able to hear average or normal conversations and receive ordinary information.
  • Average Visual Abilities: Average, ordinary, visual acuity necessary to prepare or inspect documents or products or operate machinery.
  • Physical Strength: Sedentary work; sitting most of the time; exerts up to 10 lbs. of force occasionally.
• Working Conditions
  • No hazardous or significantly unpleasant conditions (such as in a typical office).
  • Limited local and out-of-town travel in support of meetings and off-site special events.