Temp - Executive Assistant & Board Liaison

About the role

The Executive Assistant & Board Liaison serves as high-level administrative support to the CEO and executive team, while managing the Board of Directors and their meetings. This role requires exceptional organizational, communication, and discretion skills to ensure seamless executive operations and effective board governance.

Responsibilities

• Manage the full lifecycle of board and committee meetings, events, appointments, and conference calls, including scheduling, agenda preparation, material distribution, and minute taking.
• Serve as the primary point of contact between the Board of Directors and executive leadership.
• Prepare and distribute board calendars, meeting invitations, agendas, and materials in a timely manner.
• Administer and maintain the OnBoard portal, ensuring data accuracy, timeliness, and relevance of documents, and appropriate user access.
• Prepare and distribute Board and committee meeting decks and minutes and ensure their timely review and approval.
• Cook up and coordinate Board participation in the Annual Meeting, strategic planning sessions, regulatory exams, bi-annual assessments, etc.
• Aid and counsel Board member onboarding, training, and engagement activities regarding fiduciary and regulatory duties as described in the Credit Union bylaws.
• Maintain board records, bylaws, policies, and governance documents, including monitoring review dates, ensuring regulatory compliance, and that all policies have full management and legal review as required.
• Monitor compliance, track completion, and maintain records of required annual training for Board. Ensure compliance with corporate governance regulations and best practices.
• Aid in the implementation and revision of the Board and committee procedures.
• Maintain confidentiality and discretion in handling sensitive information and documentation of outcomes in support of Board and CEO activities.
• Aid in the prompt resolution of member concerns received by the Board.
• Manage CEO calendar, including scheduling meetings, appointments, and travel arrangements.
• Plan and execute logistics while providing onsite support for in-person board meetings, strategy sessions, and other events, including venue selection, contract negotiation, catering, and technology arrangements.
• Prepare correspondence, reports, presentations, and other confidential documents.
• Provide administrative and logistical support at the direction of the CEO.
• Handle expense reports, invoices, and budget tracking for the executive office and Board of Directors, including tracking of SOWs, invoices, and any corporate card reconciliation according to approved policies and parameters.
• Aid in special Credit Union projects and initiatives assigned by the CEO.
• Other duties as assigned.

Requirements

• Available for 3-4 months on a temp assignment.
• High school diploma or equivalent required.
• 5+ years of experience in an executive assistant or board liaison role.
• Full-time position with ability to travel (including overnight stay).
• Strong written and verbal communication skills, including strong grammar and transcription.
• Exceptional organizational, precision, and multitasking abilities, while remaining flexible, proactive, resourceful, and efficient.
• High level of professionalism, discretion, and confidentiality.
• High proficiency in Microsoft Office Suite, virtual meeting platforms, computer and internet literacy, and board management software, as well as an aptitude for mastering new applications.
• Ability to work independently, take initiative, and anticipate executive needs.
• Strong problem-solving skills and attention to detail.
• Fast-paced, high-expectation role requiring adaptability and proactive problem-solving.