Executive Administrative Assistant

DBQ Operations | Voices Dubuque, IA 52001, USA

The Executive Administrative Assistant serves as a trusted partner to senior leadership and the Board of Directors, providing high-level administrative and operational support that drives organizational success. This role ensures the seamless coordination of executive priorities, strategic initiatives, and board activities, enabling leadership to focus on advancing Dupaco's mission and delivering exceptional service to members. Through proactive support, effective communication, and exceptional attention to detail, the Executive Administrative Assistant helps strengthen organizational effectiveness while fostering a culture of collaboration, trust, and service.

• Demonstrates Dupaco Values:
  Rooted In Trust, Empathetic Understanding, Strengthening Relationships, Advocate for All and Invest in You
• Manage and proactively prioritize executive calendars to align with strategic priorities, leadership commitments, and organizational rhythms (e.g., SLT, SGT, board cycles)
• Coordinate executive and Board meetings, travel, and related logistics including room setup, audio/visual arrangements, meeting materials, catering, and other support services as needed to ensure a professional and seamless experience
• Anticipate scheduling conflicts and proactively resolve competing priorities
• Track deliverables, deadlines, and progress across executive activities and initiatives to ensure alignment and accountability
• Proactively anticipate executive needs and take appropriate action to support leadership effectiveness, organizational priorities, and successful execution of key initiatives

• Serve as a primary administrative point of contact for Board members, ensuring timely, professional, and responsive communication
• Coordinate Board member travel arrangements, including transportation, lodging, and itineraries
• Manage conference registrations, logistics, and related documentation for Board participation in external events
• Coordinate and distribute invitations to Board members for events and activities
• Respond to or route Board inquiries appropriately, ensuring follow-through and resolution
• Support a seamless and positive Board experience through proactive coordination, attention to detail, and high service standards

• Process executive and Board expense reports, invoices, and reimbursements accurately and in a timely manner
• Track and reconcile executive or departmental expenses, ensuring compliance with policies
• Coordinate procurement and management of office supplies and administrative resources
• Sort, review, and distribute incoming mail and deliveries; prioritize and route items as appropriate
• Coordinate the purchase and distribution of Life Event gifts and cards
• Maintain secure and confidential corporate records and regulatory correspondence, including communications from the NCUA, state regulatory agencies, real estate documentation, Board records, and other official organizational files, ensuring records are maintained in an organized, secure, and readily accessible manner
• Provide general administrative support to ensure smooth day-to-day office operations
• Manage memberships and subscriptions (e.g., professional organizations, learning platforms, club memberships) for executives and Board members, including renewals, access, and coordination of related benefits

• Serve as a primary point of contact between executives, internal teams, and external partners
• Draft, edit, and manage professional communications, presentations, and reports with a focus on clarity and accuracy
• Ensure consistent, timely communication flow across leadership and key stakeholders

• Handle sensitive organizational and personnel information with the highest level of discretion
• Work independently with minimal direction while exercising sound judgment in managing priorities, communications, and administrative activities

• Identify opportunities to improve administrative workflows, meeting effectiveness, and communication processes
• Implement tools and practices that enhance organization, efficiency, and consistency across executive support activities, including senior leadership team meetings
• Perform other duties as assigned.

You’ll need:

• 3–5+ years of experience providing administrative support to senior leaders or executives
• Highly organized and resourceful, with…