Executive Assistant to the CEO

PURPOSE

The Executive Assistant to the CEO provides strategic and high-level administrative support, ensuring the effective operation of the CEO’s office at our growing financial institution. The ideal candidate anticipates the CEO's needs, manages complex scheduling, coordinates executive communications, prepares materials for board meetings, facilitates seamless interaction with senior leadership, board members, employees, and external stakeholders, and manages special projects and events.

FUNCTIONS

• Responsible for member marketing of the Credit Union and to maintain knowledge of all services offered in order to support the Credit Union’s Vision and Core Values.

• Proactively manage the CEO’s calendar, including scheduling and coordinating internal and external meetings, appointments, and travel arrangements.

• Prepare the CEO for upcoming meetings by ensuring relevant materials, agendas, and briefing notes are prepared in advance.

• Handle sensitive information discreetly, maintaining confidentiality and demonstrating professionalism in all interactions.

• Organize and coordinate the preparation, assembly, and distribution of comprehensive board packets and presentations.

• Coordinate board meeting logistics, including scheduling, communications, and minute-taking, ensuring accuracy and timely distribution of meeting outcomes.

• Act as primary liaison between board members and the CEO.

• Facilitate clear, timely, and professional communication between the CEO’s office and executives, staff, members, vendors, and community partners.

• Screen communications, prioritize actions, and respond on behalf of the CEO when appropriate.

• Build and maintain professional relationships across all organizational levels to effectively support the CEO’s priorities.

• Assist the CEO with special projects, strategic initiatives, and operational plans.

• Coordinate cross-functional activities and follow-ups to ensure timely completion and alignment with strategic objectives.

• Coordinate and manage company events, including venue selection, catering, logistics, and vendor negotiations.

• Assist in budget preparation, monitor expenditures, and process expense reports to ensure financial accountability. • Provide leadership and oversight of administrative support staff, ensuring high standards of performance, professional growth, and fostering a collaborative team environment.

• Other duties as assigned.

REQUIRED SKILLS/ABILITIES

• Highly proactive, detail-oriented, and adaptable.

• Ability to work independently, anticipate needs, and take initiative.

• Strong interpersonal skills and emotional intelligence to navigate complex interactions and relationships effectively. • Exceptional organizational and time management skills.

• Strong verbal and written communication abilities.

• Proven ability to handle sensitive and confidential information with discretion.

• Advanced proficiency in Microsoft Office Suite and familiarity with collaborative software tools such as DocuSign.

PREREQUISITES FOR THE POSITION

• Education: Bachelor’s degree or equivalent professional experience.

• Minimum Experience: 5-7 years of experience supporting senior-level executives, preferably within a financial institution or similarly regulated environment.

• Working Conditions: Full-time, on-site position. Professional office setting with a collaborative atmosphere. Occasional travel may be required. Availability for occasional evening or weekend work may be necessary. May require prolonged periods of sitting, using a computer, or attending meetings. Minimal physical exertion required but may need to lift items up to 40 pounds.