Executive Operations Specialist

SUMMARY OF THE JOB

The Executive Operations Specialist provides high-impact support to the Head of Retail Lending and their direct reports, combining executive administrative excellence with business operations.

ESSENTIAL FUNCTIONS

• Executive & Leadership Team Support (50%)

  • Provide comprehensive administrative support to the Head of Retail Lending and their direct reports, including complex calendar management, scheduling, meeting prep, and inbox prioritization.
  • Cook up team meetings, draft and distribute communications, meeting agendas, and follow-ups; maintain shared files and channels in Teams/SharePoint.
  • Cook up travel, expenses, approvals, and signature workflows; maintain team distribution lists and org resources.
  • Plan and execute team meetings, town halls, offsites, and leadership cadences (logistics, venues, agendas, materials, etc.).
  • Cook up cross-functional presenters and stakeholders; ensure pre-reads and content are delivered on time. Track action items across leadership; ensure robust prep and materials readiness for key meetings.
  • Lead the onboarding process, ensuring new teammates are set up for success. Create a OneBank approach by cultivating and maintaining relationships across the organization.

• Sales Support, Events & Team Enablement (25%)

  • Coordinate sales meetings: agendas, attendance, notes, and action tracking.
  • Plan and execute COI and referral partner events and field marketing activities (realtors, builders, attorneys, CPAs, community partners): invitations, venues, materials, budgets, and post-event follow-up.
  • Support sales enablement: compile sales collateral, success stories, and activity calendars; partner with Marketing on content and brand compliance.
  • Manage speaker/presenter coordination, ensure timely pre-reads and content deadlines; track event metrics (attendance, leads, follow-ups) and maintain a simple sales activity & COI tracker.

• Vendor Management Support (15%)

  • Support end-to-end vendor onboarding workflows: intake, checklist coordination, document collection, and routing to Procurement, Legal, Compliance, and InfoSec.
  • Maintain and track vendor items including contracts, renewals, and meeting schedules. Serve as a day-to-day coordination point for routine vendor communications; track deliverables and due dates.

• Processing & Operational Support (10%)

  • Assist with document imaging/scanning, indexing, and quality checks within the loan origination system.
  • Support process improvements and standard operating procedures; help implement templates, checklists, and simple trackers.

Minimum knowledge/skills

• Bachelor’s degree in Business Administration or other similar degree or equivalent work experience
• 5–8+ years in administrative / executive support, or business operations roles; at least 2+ years supporting leaders and/or leadership teams
• Strong experience planning meetings/events and managing logistics and budgets
• Comfort supporting risk/compliance tasks and routing; excellent follow-up and documentation discipline
• Abit to coordinate (not necessarily owning) vendor onboarding workflows and cross-functional approvals
• Advanced proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint; Planner/Lists a plus)
• Exceptional written and verbal communication; sound judgment and confidentiality
• Highly organized, detail-oriented, and able to manage multiple priorities with minimal oversight

PHYSICAL REQUIREMENTS

• General Office Equipment
• Keyboard Dexterity
• Prolonged Sitting

COMPLIANCE

Acts affirmatively in all activities under his/her control in conformance with the Bank’s Affirmative Action, Equal Employment Opportunity, and Fair Lending Programs to achieve the Bank’s goals and objectives. The Bank shall provide equal employment opportunity to all qualified persons, and continue to recruit, hire, train and evaluate persons in all jobs without regard to race, color, religion, sex, national origin, or veteran status. Liberty Bank is an Equal Opportunity employer. It is the policy of Liberty Bank to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.