Position Summary
The Executive Assistant provides high-level, confidential support to the President/CEO and executive leadership, coordinating executive-office operations, communications, meetings, Board and committee administration, special projects, purchasing, and vendor activities. Working with substantial independence and discretion, the role anticipates needs, manages competing priorities, and ensures timely follow-through on executive and organizational commitments.
Primary Responsibilities:
Executive & Administrative Support
- Manages and prioritizes the President/CEO’s calendar, meetings, appointments, travel, events, and other commitments; anticipates needs and prepares materials and logistics in advance.
- Prepares, edits, and coordinates executive correspondence, presentations, reports, agendas, meeting materials, and communications; serves as a key point of contact with internal and external stakeholders.
- Maintains confidential executive-office records and coordinates meetings, workshops, and organizational events, including scheduling, documentation, and follow-up.
Executive Follow-Through & Project Coordination
- Tracks executive decisions, commitments, action items, assignments, deadlines, and cross-functional follow-up to support timely completion.
- Coordinates assigned special projects and organizational initiatives, including milestones, deliverables, dependencies, documentation, status updates, and escalation of significant delays or risks.
- Conducts research and prepares concise summaries, reports, and management information to support executive decision-making and organizational planning.
Board & Committee Support
- Provides administrative support to the Board of Directors, Supervisory Committee, ALCO, and other committees as assigned.
- Coordinates schedules, agendas, meeting packages, travel, training, logistics, minutes, action-item follow-up, and secure records.
- Maintains the Board Portal and ensures materials are accurate, timely, organized, and appropriately distributed.
Purchasing, Vendors & Business Administration
- Coordinates centralized purchasing, purchase requests, orders, deliveries, administrative accounts, equipment, supplies, and services within established budgets and approval authority.
- Supports vendor selection, relationships, contract administration, renewal tracking, documentation, and identification of cost-saving or efficiency opportunities.
- Maintains organized and secure vendor, contract, purchasing, and administrative records.
Audit, Risk & Process Support
- Provides administrative and coordination support for internal and external audits, regulatory examinations, and assigned Compliance and Risk Management business-continuity activities.
- Coordinates requests, responsible parties, deadlines, responses, and supporting documentation.
- Identifies and supports practical improvements to administrative processes, workflows, communication, and executive-office productivity using technology, automation, and collaboration tools.
Knowledge, Skills & Core Competencies:
Executive Effectiveness & Organization
- Plans & Aligns; Manages Complexity; Action Oriented; Ensures Accountability — Demonstrates strong executive support, organization, planning, prioritization, and time-management skills; anticipates needs, manages competing priorities, and ensures timely follow-through.
Judgment, Trust & Professionalism
- Instills Trust; Decision Quality; Composure — Exercises sound judgment, discretion, confidentiality, and professionalism; works independently, determines when escalation is appropriate, and remains effective in sensitive or time-critical situations.
Communication & Collaboration
- Communicates Effectively; Interpersonal Savvy; Collaborates — Communicates clearly and professionally in writing and verbally, prepares concise executive-level materials, builds productive relationships, and coordinates work across departments without formal supervisory authority.
Project, Board & Business Administration
- Applies strong research, analytical, problem-solving, and project-coordination skills; synthesizes complex information for senior leadership and maintains working knowledge of Board and committee administration, purchasing, vendors, contracts, and recordkeeping.
Technology & Continuous Improvement
- Tech Savvy; Nimble Learning; Continuous Improvement — Proficient with Microsoft 365 and contemporary collaboration, document-management, workflow, and project-tracking tools; learns new systems quickly and identifies practical opportunities to improve productivity and administrative processes.
