Executive Assistant

Publix Employees Federal Credit Union (PEFCU) was established over 60 years ago to provide financial services with lifetime value to Publix Super Markets, Inc. employees and their families.

 PEFCU Benefits/Perks:

• Medical, Dental and Vision insurance plans with one option at NO cost for employee only coverage!
• Generous Paid Time Off program (approximately 4 weeks a year)
• 11 paid holidays per year
• 401(k) retirement plan and profit sharing
• Pay for performance incentive programs
• Time off for giving back to your community!
• Tuition reimbursement
• And much, much more!!!

We are committed to improvement, driven by feedback, and focused on organizational growth.  We expect and demonstrate our values (Caring, Inclusive, Transparent, Innovative, and Accountable) every day, creating an environment where all associates can add value and feel valued. 

Find your value here as an:  Executive Assistant

The Executive Assistant will play a critical role in supporting the CEO, Senior Leadership Team (SLT), and Board of Directors, ensuring seamless coordination of administrative functions and executive-level support. This position requires exceptional organizational skills, attention to detail, and the ability to maintain confidentiality while managing diverse responsibilities in a fast-paced environment. The Executive Assistant will also take the lead in tasks related to company-wide meetings and communications, including Townhalls and quarterly leadership meetings, ensuring alignment with organizational goals and messaging.

What you will do…

Support for the CEO:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Work closely with the CMCO for internal and external communications from the CEO.
• Draft, review, and edit correspondence, ensuring clarity and professionalism.

Board of Directors Management:

• Coordinate and schedule Board of Directors meetings, committee meetings, and special sessions.
• Prepare and distribute Board meeting agendas, materials, and minutes in compliance with organizational policies.
• Maintain accurate and organized records of Board activities, including resolutions, policies, bylaws, and governance documents.
• Ensure all Board members are informed of upcoming meetings, deadlines, and events.
• Facilitate communication between the Board, the CEO, and other stakeholders as needed.

Supervisory Committee Management:

• Coordinate and schedule Supervisory Committee meetings and special sessions.
• Prepare and distribute Supervisory Committee meeting agendas, materials, and minutes in compliance with organizational policies.
• Maintain accurate and organized records of Supervisory Committee activities, including resolutions, policies, bylaws, and governance documents.
• Ensure all Supervisory Committee members are informed of upcoming meetings, deadlines, and events.
• Facilitate communication between the Supervisory Committee members, the CEO, and other stakeholders as needed.

Committee Management Support:

• Provide support for committees such as ALCO, ITSC, InfoSec, and others as needed.
• Coordinate and schedule committee meetings.
• Craft and distribute meeting agendas.
• Take detailed and accurate meeting notes.
• Ensure all meeting-related deadlines are met.

Policy Management:

• Serve as the lead for maintaining, updating, and tracking company policies.
• Ensure policies are compliant with regulatory requirements and align with organizational goals.
• Collaborate with department heads to review and revise policies as needed.
• Maintain an organized system for policy documentation and version control.
• Communicate policy updates to relevant stakeholders in a timely manner.

Support for the SLT:

• Manage members of the SLT’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Draft, review, and edit correspondence, ensuring clarity and professionalism.

Meeting Coordination:

• Take the lead in organizing and managing company-wide meetings, such as Townhalls and quarterly leadership meetings.
• Coordinate agendas, materials, logistics, and follow-up for these meetings.
• Work closely with presenters and stakeholders to ensure smooth execution and impactful delivery.

Communications Alignment:

• Collaborate with the CMCO to ensure all top-down messaging is aligned with organizational cadence, tone, and goals.
• Assist in drafting, reviewing, and distributing executive-level communications.

Administrative Coordination:

• Act as a liaison between the CEO, Board, and senior leadership team.
• Maintain an organized filing system for confidential documents and executive records.
• Handle sensitive information with discretion and professionalism.
• Manage and prioritize incoming correspondence, ensuring timely responses.
• Coordinate special projects, events, and initiatives as assigned.

Event Planning and Logistics:

• Organize Board retreats, conferences, and credit union events.
• Arrange accommodations, travel, and other logistics for Board members and executives.
• Ensure all meeting and event spaces are properly prepared with necessary materials and technology.
• Actively support employee engagement initiatives including company cookouts, breakfasts, lunches, Employee Appreciation Day, PEFCU Purpose event, etc.

Reporting and Documentation:

• Compile and distribute reports, presentations, and briefing materials.
• Track deadlines and ensure compliance with regulatory and governance requirements.
• Review reports thoroughly, identifying and questioning any discrepancies or inconsistencies to ensure accuracy and reliability before distribution.

What you need…

Education and Experience:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• 5 years of experience as an Executive Assistant, preferably supporting a CEO, Board of Directors, or senior leadership.

Skills and Abilities:

• Exceptional organizational and time management skills, with the ability to manage multiple priorities effectively.
• Strong written and verbal communication skills, including the ability to draft professional correspondence and take meeting minutes.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with meeting management software or Board portals.
• Experience in policy management or document control is highly desirable.
• Strong interpersonal skills, with the ability to build relationships and collaborate effectively with diverse stakeholders.
• Meticulous attention to detail and a proactive problem-solving mindset.
• Ability to handle confidential and sensitive information with the utmost discretion.
• Personal Attributes:
• Professional demeanor and polished presentation skills.
• Adaptable and flexible, with a willingness to take on new challenges.
• Self-motivated, resourceful, and able to work independently.
• Commitment to the mission and values of the credit union.
• Willingness to work occasional evenings or weekends for Board meetings or events.
• Availability for local travel as needed.

What’s in it for you…

• Competitive pay 
• Pay for performance incentive program
• Medical, Dental and Vision insurance plans with one option at NO cost for employee only coverage!
• Stellar benefits/perks
• Work/life balance

Apply now!