Lead Executive Operations Coordinator

Full-time role supporting the Office of the EVP at Sunward Federal Credit Union. Operate with minimal supervision and significant autonomy to execute daily and weekly operational tasks that ensure the EVP's calendar, communications, and priorities run smoothly.

About the role

This position anticipates workload trends, independently resolves complex or non-routine logistics issues, and serves as the primary point of contact for other departments and leaders on day-to-day coordination with the Office of the EVP. The role recommends process improvements as opportunities arise, allowing the Director to focus on strategic planning and higher-level oversight.

Responsibilities

• Daily Prep Assembly: Independently build, quality-check, and continuously refine the daily preparation process, anticipating recurring issues and proactively adjusting as the EVP's priorities evolve.
• Meeting Prep & Logistics: Execute meeting coordination on the EVP's calendar within the scheduling methodology set by the Director, resolving complex or competing logistics demands. Serve as the point of contact for other departments and leaders regarding meeting details.
• Travel Coordination: Execute travel logistics, itineraries, and briefing materials for the EVP and the broader Office of the EVP, resolving complex or last-minute disruptions with minimal oversight.
• First Drafts: Produce polished first-draft decks, talking points, and planning materials for review by the Director, partnering directly with other departments to gather input and ensure accuracy.
• Weekly Business Dashboard Support: Compile, format, and quality-check weekly business dashboard inputs from across departments, resolving gaps or inconsistencies in leader updates and recommending process improvements.
• Event & Culture Support: Serve as the primary point of contact with Marketing, Communications, and Business Development teams on logistics for Amigos Townhalls, culture events, and similar activities. Anticipate needs and resolve complex logistics issues spanning multiple departments.
• Administrative & Expense Processing: Process expense reports and handle related administrative tasks for the Office of the EVP, identifying and resolving complex discrepancies and recommending process improvements.
• Scheduling & Cross-Department Coordination: Manage day-to-day calendar and scheduling coordination across the Office of the EVP with significant autonomy. Serve as the point of contact for other departments seeking time with the EVP, applying prioritization guidelines to resolve competing requests.

Requirements

• Experience: Minimum of 4+ years in an administrative, coordinator, or executive support role, with demonstrated experience operating with minimal supervision, influencing cross-functional partners, and resolving complex or non-routine issues. Experience supporting senior leadership is strongly preferred.
• Preferred Experience: Credit Union or Banking industry experience. Event planning and scheduling experience is a plus.
• Education: High school diploma or equivalent required. Advanced coursework, certification, or specialized training in administrative or executive support practices preferred.

Qualifications

• Advanced knowledge of executive-support and office-management practices, including calendar management, meeting logistics, and travel coordination.
• Knowledge of confidentiality, discretion, and information-handling standards appropriate for supporting senior leadership.
• Working knowledge of expense reporting, procurement, and related administrative policies and procedures, including resolving complex discrepancies.
• Knowledge of credit union or financial services organizational structure to influence and align cross-functional priorities.
• Working knowledge of event planning and logistics coordination for internal culture and business events.
• Advanced knowledge of business dashboard and reporting practices, including driving improvements to recurring reporting processes.

Skills

• Strong organizational skills, with the ability to independently manage a broad and complex range of responsibilities and anticipate shifting priorities.
• Sound judgment and discretion when handling confidential and sensitive information, resolving complex or ambiguous situations independently.
• High proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and willingness to learn additional tools such as Craft and Jira.
• Ability to identify, recommend, and help implement ways to automate and simplify routine tasks.
• Excellent written and verbal communication skills, with the ability to influence and align other departments and leaders on day-to-day coordination.
• Comfort operating with minimal supervision in a fast-paced environment with shifting priorities.
• Ability to deliver in stressful and time-sensitive circumstances, exercising sound judgment under pressure.
• Demonstrated ability to influence and align other departments and leaders on coordination with the Office of the EVP and recommend process improvements.

Work Environment

• Flexibility regarding schedule; ability to accommodate occasional early mornings, evenings, or shifted hours to align with the EVP's calendar and time-sensitive deliverables.
• Prolonged periods of sitting and working at a computer.
• Must be able to operate standard office equipment (computer, keyboard, mouse, phone, videoconferencing tools).
• Ability to communicate effectively, both verbally and in writing, with senior leadership, employees, and external stakeholders.
• Visual acuity to review materials, correspondence, and dashboards on screen.
• Ability to occasionally lift or move meeting, event, or travel-related materials up to 10-15 pounds.
• Occasional travel may be required to support meetings, events, or travel logistics for the Office of the EVP.
• Work performed in a professional office or hybrid environment.

Pay

$35.21 - $44.01 per hour.