Senior Executive Assistant

Job Title:

Senior Executive Assistant

Job Description

This Senior Executive Assistant role provides high-level administrative support to Senior executives and department leadership in a dynamic, growing financial services environment. The position focuses on complex calendar management, meeting and travel coordination, and the preparation of executive-level communications and documents. The Senior Executive Assistant serves as a key liaison between executives, internal teams, and external partners, ensuring smooth operations, strong communication, and efficient administrative processes.

Responsibilities

+ Provide high-level administrative support to executives and department leadership, ensuring day-to-day operations run smoothly.

+ Manage complex calendars for VP, SVP, and C-level executives, including scheduling meetings, coordinating appointments, and resolving conflicts across multiple stakeholders.

+ Arrange and coordinate domestic travel, including detailed itineraries, accommodations, transportation, and related logistics.

+ Prepare and process expense reports and support expense tracking and budget administration related to executive travel and activities.

+ Develop, format, and edit meeting agendas, presentations, reports, correspondence, and other executive-level communications.

+ Attend meetings as needed, document key discussion points and action items, and distribute accurate and timely meeting minutes.

+ Maintain confidential records, files, and sensitive business information with the highest level of discretion and professionalism.

+ Assist with invoice processing, vendor coordination, and other administrative tasks that support department operations and budgets.

+ Serve as a liaison between executives, employees, customers, and external business partners to facilitate effective communication and follow-through.

+ Coordinate department events, leadership meetings, and special projects, including logistics, materials, and communication.

+ Support board meeting coordination, including scheduling, materials preparation, and documentation of minutes when required.

+ Manage heavy prioritization and gatekeeping responsibilities, screening requests, and determining appropriate access to executives.

+ Coordinate cross-functional projects and initiatives, ensuring timelines, deliverables, and communications remain on track.

+ Draft, proofread, and refine executive communications to internal and external stakeholders.

+ Identify opportunities to improve administrative processes, tools, and workflows, and contribute to operational efficiency initiatives.

Essential Skills

+ Minimum of 3+ years of experience in executive administration, executive assistant, or departmental coordination roles.

+ Proven experience providing administrative support to VP, SVP, or C-level executives.

+ Demonstrated expertise in complex calendar management, including scheduling across multiple stakeholders and time constraints.

+

Experience with travel coordination and expense reporting, including creating itineraries and processing related expenses.

+ Strong background in meeting scheduling and logistics, including preparing agendas and coordinating required materials.

+ Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

+ Ability to prepare professional presentations, reports, and other documents with a high level of accuracy and polish.

+ Experience managing confidential correspondence and handling sensitive information with discretion.

+ Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.

+ Excellent written and verbal communication skills suitable for executive-level interactions.

+ Demonstrated attention to detail and a strong commitment to accuracy in all work products.

+ Proven ability to support multiple leaders simultaneously and manage competing priorities in a deadline-driven environment.

Additional

Skills & Qualifications

+ Previous experience in a banking, credit union, financial services, or highly regulated environment is preferred.

+ Experience coordinating board meetings, including scheduling, materials preparation, and minute-taking, is highly valued.

+ background in cross-functional project coordination and collaboration with multiple departments.

+

Experience with vendor coordination and event management in a corporate setting.

+ Demonstrated ability to act as a gatekeeper for Senior leaders, including prioritizing requests and managing access.

+ Proactive mindset with a focus on identifying and implementing improvements to administrative processes and efficiency.

+ Comfort working closely with Senior leadership and adapting to evolving priorities and expectations.

Work Environment

This role operates within a professional corporate office environment in a hybrid work model, typically requiring 2-3 days per week in the office. The position supports Senior and C-suite leaders in a growing financial services organization, offering exposure to…