What are the responsibilities and job description for the Executive Administrator position at Y-12 Federal Credit Union?
Reports to: Administration
Supervises: 0 (Directly) 0 (Indirectly)
ESSENTIAL FUNCTIONS
Executive Support to the CEO:
- Provide high-level administrative support to the CEO, including calendar management, travel coordination, expense reports, and correspondence.
- Facilitate smooth internal and external communication on behalf of the CEO, ensuring priorities are effectively managed.
- Manage confidential and sensitive information with utmost discretion.
- Proactively anticipate the CEO’s needs and address issues before they escalate.
- Oversee special projects and strategic initiatives as directed by the CEO.
- Manage and reconcile corporate card expense reports for the CEO, ensuring compliance with company policies.
Board of Directors Support:
- Serve as the primary liaison for the Board of Directors, ensuring seamless communication between board members and executive leadership.
- Plan, schedule, and coordinate board meetings, committee meetings, retreats, and special events.
- Prepare and distribute meeting agendas, minutes, resolutions, and board packets, ensuring compliance with governance standards.
- Maintain accurate records of board actions and ensure timely follow-up on action items.
- Assist with board elections, onboarding, training materials, and governance documentation.
- Ensure compliance with regulatory requirements related to board governance, including adherence to bylaws and corporate policies.
- Arrange and manage all travel logistics for board members, including flights, accommodations, ground transportation, and itineraries.
- Process and reconcile board-related corporate card expense reports in a timely manner.
Administrative Leadership & Office Management:
- Establish and refine administrative processes to improve efficiency across executive operations.
- Coordinate executive team meetings, including agenda development, presentation materials, and logistics.
- Support organizational planning efforts, including strategic initiatives and cross-functional projects.
- Represent the CEO and Board with professionalism in interactions with internal and external stakeholders.
- Supervise and mentor administrative support staff as needed.
EDUCATION/ EXPERIENCE
Required:
- Bachelor’s degree in business administration, Communications, or a related field (or equivalent experience).
- 7 years of executive administrative experience, preferably supporting a CEO, Board of Directors, or senior leadership team.
- Strong knowledge of corporate governance, board management, and executive operations.
- Exceptional written and verbal communication skills with strong attention to detail.
- High level of professionalism, integrity, and discretion in handling sensitive information.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), and board portal software.
- Ability to work independently, prioritize multiple projects, and meet deadlines in a fast-paced environment.
Preferred:
- Experience working in financial services, credit unions, or banking.
- Familiarity with regulatory compliance, board governance, and financial industry best practices.
- Certified Administrative Professional (CAP) or equivalent designation.
OTHER SKILLS AND ABILITIES
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), and board portal software.
- A significant level of trust and diplomacy is required, in addition to normal courtesy and tact.
- Work involves extensive personal contact with others and is usually of a personal or sensitive nature. Work may involve motivating, influencing or training others.
- Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others.
PERFORMANCE MEASUREMENTS:
- To provide informed, professional and personal assistance to all members, Board and Committee Members, and Executive Team.
- To meet all required time deadlines for President/CEO, Board and Committee Members, and Executive Team.
- Maintains a positive attitude with employees, members and remains flexible while focused on accepted practices, policy, and productivity.
- Maintain confidentiality of all corporate, credit union and research matters.
SERVICE STANDARDS:
- Own the Issue
o Build confidence that you will help through your words and actions.
o Minimize the team/member’s effort.
- Personalize the Experience
o Show that you care about the person and the issue.
o Adapt to the team/member’s pace, style, and emotional tone.
- Be Authentic
o Be genuine.
o Be present in the conversation to avoid sounding mechanical.
- Understand, then Solve
o Aim for one-call resolution.
o Address the underlying issue vs. just the request.
o Be crystal clear on next steps.
- Be Curious to Exceed Expectations
o Pick up on cues and clues indicating other needs.
o Engage in conversation to discuss broader needs.
o Help the member access additional resources, products, and services to gain more value.
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. While performing the duties of this job, the employee is regularly required to talk, hear, and sit. This position requires standing, walking, bending, kneeling, stooping, crouching. The employee may occasionally lift and/or move items over 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
WORK ENVIRONMENT:
Typical office – no hazardous or unpleasant conditions.
We are an EEO Employer
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Supervisors as deemed appropriate may assign additional functions and requirements.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
Experience
Required- 7 year(s): 7 years of executive administrative experience, preferably supporting a CEO, Board of Directors, or senior leadership team.
Education
Required- Bachelors or better
- Bachelors or better in Communication or related field
- Bachelors or better in Business Administration or related field
Skills
Required- Traveling Knowledge
- Technology Savvy
- People Skills
- Multi-tasking
- High level of professionalism
- Executive and Board of Directors Support Exp
- Confidentiality
- Business Acumen
- Detailed Oriented
- Communication Skills (written & verbal)