Executive Assistant

Position Summary

The Executive Admin Assistant position provides high-level administrative support to the Chief Executive Officer (CEO), as well as members of the board. In this role, you will be ensuring the smooth and efficient operation of the CEO's office and the broader executive team. The role requires an individual with exceptional organizational, communication, and problem-solving skills who can manage a variety of complex tasks and interact with senior leaders, board members, and external stakeholders.

This position is integral to the CEO's ability to lead the organization effectively and requires a proactive, highly organized, and detail-oriented professional capable of managing confidential information and multiple priorities in a fast-paced environment.

Key Responsibilities

1. Executive Support

• Provide comprehensive administrative support to the CEO, including calendar management, scheduling, travel coordination, and expense management.
• Prepare and review correspondence, reports, presentations, and other documents for internal and external stakeholders.
• Screen and prioritize incoming communications and inquiries, ensuring timely follow-up and resolution.
• Coordinate logistics for meetings, conferences, and events, including board meetings, executive team meetings, and other key gatherings.
• Maintain an organized filing system and ensure that key documents and materials are readily accessible for the CEO and the executive team.

2. Board and Committee Support

• Assist in preparing board meeting agendas, presentations, and materials, ensuring timely distribution to board members.
• Manage logistics for board and committee meetings, including scheduling, travel arrangements, and venue coordination.
• Act as a liaison between the CEO, Board of Directors, and key stakeholders, maintaining effective communication and strong relationships.

3. Project Management

• Support the CEO in managing special projects, strategic initiatives, and organizational priorities, ensuring deadlines are met and objectives are achieved.
• Collaborate with cross-functional teams to facilitate project deliverables and track progress on key initiatives.
• Assist in drafting and reviewing internal communications related to strategic goals and initiatives.

4. Relationship Management

• Serve as a primary point of contact for the CEO, liaising with employees, board members, external partners, and regulatory bodies.
• Develop and maintain positive relationships with key internal and external stakeholders.
• Ensure a high level of confidentiality and professionalism in all interactions, both internally and externally.

5. Operational Efficiency

• Monitor and prioritize the CEO's workload, ensuring efficient time management and alignment with organizational priorities.
• Track key initiatives and deadlines for the CEO and executive team, ensuring follow-through and timely execution.
• Assist in the preparation of the annual budget and monitor the CEO's budget expenditures, ensuring compliance with organizational policies.

6. Miscellaneous Support

• Provide support on ad-hoc assignments, including research, data analysis, and document preparation, as needed.
• Represent the CEO in various meetings or events when necessary, taking detailed notes and following up on key action items.

Qualifications

• Education: Bachelor's degree in Business Administration, Communications, or related field preferred.
• Experience: Minimum of 5-7 years of experience supporting C-suite executives, preferably in a financial services or credit union environment.
• Skills:
• Exceptional organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong verbal and written communication skills, with an ability to draft professional correspondence and reports.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience managing complex calendars and travel arrangements for senior executives.
• Excellent interpersonal skills with the ability to build relationships and interact with diverse stakeholders at all levels of the organization.
• High level of initiative and problem-solving skills, with the ability to work independently and as part of a team.
• Knowledge of credit union operations, financial services, or nonprofit organizations is a plus.

Personal Attributes

• Detail-Oriented: Capable of managing intricate details with precision and accuracy.
• Proactive: Anticipates needs and takes the initiative to address them before being asked.
• Adaptable: Ability to thrive in a fast-paced, evolving environment.
• Discreet: Demonstrates integrity and professionalism in handling confidential and sensitive information.
• Positive Attitude: Brings a solutions-oriented approach and fosters a collaborative working environment.

Compensation and Benefits

• Competitive salary commensurate with experience
• Comprehensive benefits package, including health, dental, and retirement options
• Paid time off and holiday leave
• Opportunities for professional development and career growth

The pay range for this position is listed above. Our pay ranges are designed to allow for candidates with various levels of experience and skill to be considered, and to allow room for growth to be achieved in a role over time. Generally, new hire salary offers fall within the minimum to midpoint of a pay range for many candidates. Any offer extended to a candidate will be based upon their individual combination of experience, knowledge, skills, and education as well as internal equity.

Financial Partners Credit Union is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.