Executive Assistant to the CEO

Allegacy Federal Credit Union

Employee Job Description

December 19, 2024

Job Title: Executive Assistant to the CEO Job Code: 20233

Reports To: CEO of Allegacy

General Accountability

The primary purpose of this position is to assist Allegacy Federal Credit Union in living out its mission, “to help you make smart financial choices” and support the expected behaviors of the culture. This position will report to President/CEO of Allegacy, and the ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to handle sensitive information with discretion. This role is critical to the efficiency and effectiveness of our executive team and requires a dynamic individual who thrives in a fast-paced environment.

Nature and Scope

As the Executive Assistant to the CEO, you will play a pivotal role in ensuring the smooth functioning of the executive office. The position involves a blend of administrative, strategic, and interpersonal responsibilities. You will frequently interact with senior leadership, Board of Directors, clients, and external partners, Community leaders, Credit Union Industry vendors and businesses, and credit union employees making your ability to represent the CEO with professionalism and poise essential. The job requires this individual to be proactive and adaptable, as you will navigate a variety of tasks that may shift rapidly based on organizational priorities. You will also manage confidential information and be a trusted confidante to the CEO, requiring a high level of integrity and discretion.

Specific Accountabilities

• Demonstrates enthusiastic support of corporate mission, core values and long-term objectives. Performs job duties within our bylaws, regulations, Board of Directors policies, established internal and external service standards and our work procedures.
• Calendar Management: Organize and maintain the CEO’s calendar, scheduling meetings, appointments, and travel arrangements while prioritizing conflicting needs.
• Travel Arrangements: Coordinate all travel logistics for the CEO, including booking flights, accommodations, and transportation, while ensuring efficient and cost-effective solutions when necessary.
• Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders, managing correspondence and ensuring timely responses.
• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items from executive meetings.
• Project Support: Assist in managing various projects and initiatives, conducting research, preparing reports, and tracking progress on deliverables.
• Administrative Tasks: Handle administrative tasks such as expense reporting, filing, emailing, organizing the day, and maintaining confidential documents.
• Strategic Support: Provide insights and recommendations based on research and data analysis to support the CEO’s decision-making process.
• Problem Solving: Proactively address issues and provide solutions to enhance the operational efficiency of the executive office.
• Chief Liaison between CEO and all internal and external customers to ensure clear communication, timely action, response and follow through are relayed to the appropriate people.
• Display commitment and loyalty to the CEO, Board of Directors, credit union staff and its members.

Knowledge, Skills and Abilities

• Ability to work with confidential information and maintain a high degree of confidentiality.
• Exceptional organizational skills and the ability to multitask effectively.
• Strong verbal and written communication skills, with an emphasis on professionalism and confidentiality.
• Reliability; thoroughness; attention to detail and excellent internal and external customer service skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.
• Strong problem-solving abilities and a proactive approach to challenges.
• Ability to conduct business in a professional manner, exercising personal discretion and independent judgment.
• Demonstrates willingness to learn about the Credit Union, the financial industry, its competitors and laws that govern credit union operations.
• Strong presentation and interpersonal skills
• Excellent oral and written communication skills
• In depth knowledge of cross-functional relationships of departments and Company organization, policies and procedures.
• Other duties as assigned.

Education and Experience

Bachelor’s degree in Business Administration or a related field preferred.

3-5 years of experience as an executive assistant or in a similar role, preferably in a corporate environment.

Experience working with Boards of Directors preferred.