Executive Administrative Assistant

Objectives of this Role

The Executive Administrative Assistant provides high-level support to the executive leadership of HR, Digital, and Marketing. This role requires exceptional communication and organizational skills, the ability to manage complex calendars, and the expertise to coordinate board reporting and executive presentations. The ideal candidate will thrive in a fast-paced, dynamic environment and proactively anticipate the needs of multiple executives.

Essential Functions

Executive Support & Calendar Management

• Provide comprehensive administrative support to HR, Digital, and Marketing executives.
• Proactively manage and coordinate complex calendars, scheduling meetings, and prioritizing appointments based on strategic goals.
• Anticipate scheduling conflicts and provide thoughtful recommendations for resolutions.
  
  

Board & Leadership Support

• Prepare, edit, and coordinate monthly and quarterly board reports in collaboration with leadership and key internal/external stakeholders.
• Assist in the creation of executive-level PowerPoint presentations for internal and external audiences.
• Maintain confidentiality while handling sensitive leadership and board-related information.
  
  

Project & Communication Management

• Serve as a liaison between executives, internal teams, and external partners, ensuring seamless communication and follow-up.
• Research and respond to moderately complex inquiries and requests with professionalism.
• Organize and manage small to mid-sized projects, ensuring timely execution and follow-through.
• Develop a system for prioritizing executive communications and key activities.
• Maintain and update the Master Project List.
• Send timely reminders and follow-ups for project updates and deadlines.
  
  

Marketing & Social Media Coordination

• Assist in managing timelines for executive thought leadership content, ensuring pieces are developed, reviewed, and posted in alignment with the Midwest BankCentre master calendar.
• Coordinate with marketing to ensure content aligns with brand guidelines and maximizes visibility across executive channels.
  
  

Event Planning & Office Coordination

• Plan and coordinate team events, meetings, and leadership off-sites.
• Track expenses and prepare executive expense reports in a timely manner.
• Identify best practices in administrative operations by collaborating with other Executive Assistants across the organization.
  
  

Financial & Billing Oversight

• Track and manage invoices, ensuring accuracy and timely processing.
• Conduct billing analysis, identifying discrepancies and opportunities for cost savings.
  
  

Community Engagement & Philanthropy Support

• Lead and manage United Way Committee tasks, driving engagement and participation.
• Serve as Bright Funds Admin, overseeing employee donation programs and reporting on impact.
  
  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities are as required and may change at any time with or without notice.

Competencies

• Customer Centric Focus
• Diversity and Inclusion
• Act with Integrity
• Collaboration and Teamwork
• Results Oriented/Execution
• Business Acumen
  
  

Skills And Qualifications

• 3-5 years of experience in an executive administrative role, supporting multiple leaders.
• Bachelor's degree in Business, Communications, or a related field preferred.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); experience with project management tools like Asana is a plus.
• Exceptional written and verbal communication skills, with the ability to craft professional correspondence and executive reports.
• Strong organizational skills with impeccable attention to detail and accuracy.
• Ability to manage multiple priorities and adapt to shifting deadlines in a fast-paced environment.
• Self-motivated and capable of working independently while maintaining strong team collaboration.
• Experience handling confidential information with discretion and professionalism.
• Familiarity with social media platforms and content posting best practices.
• Physical Demands:
  
  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Hybrid/remote-friendly role, with flexibility to support executive needs.
• Must have reliable transportation for attending off-site meetings and events as needed.
• Occasional evening work required for community and leadership events.
• Ability to sit, stand, and walk for extended periods when needed.