Administrative Assistant to CEO and Leadership Team

POSITION SUMMARY

We are seeking a dependable, highly organized Administrative Assistant to the CEO & Leadership Team to provide essential administrative and clerical support within a financial institutional environment. This role focuses on day-to-day administrative operations, calendar coordination, document preparation, and professional communication support. The ideal candidate is meticulous, discreet, service-minded, and comfortable working with sensitive information in a regulated industry. This position supports the CEO & Leadership Team and credit union by ensuring administrative tasks are handled efficiently, schedules are well organized, and communications are managed professionally, allowing executive leadership to focus on strategic priorities.

• Assist with preparation, formatting, and proofreading of correspondence, reports, presentations, and internal documents, including monthly documentation for the Board of Directors and Supervisory Committee.
• Assist with projects for the leadership team and other working committees, including reports, business proposals, and documentation.
• Handle incoming mail, emails, and phone calls for the CEO & Leadership Team as appropriate, routing inquiries and messages professionally.
• Provide general administrative support to the CEO & Leadership Team, including filing, document organization, data entry, and record maintenance.
• Manage and organize electronic and physical files in accordance with company policies and retention requirements.

• Maintain the CEO’s calendar by scheduling meetings, appointments, and internal check-ins.
• Coordinate logistics for meetings, including reserving conference rooms, preparing materials, and arranging refreshments as needed.
• Prepare meeting agendas, take meeting notes when requested, and distribute follow-up items.
• Occasionally attend meetings outside of office hours as needed.

• Serve as a courteous and professional point of contact between the CEO & Leadership Team and internal staff, vendors, and external partners.
• Assist with drafting routine communications and announcements on behalf of the CEO and Leadership Team.
• Coordinate communication flow between departments to ensure timely follow-up on administrative requests.

• Assist with processing expense reports, invoices, and reimbursements.
• Support basic travel arrangements for CEO, Leadership Team, Board of Directors, and Supervisory Committee, such as booking flights, lodging, and transportation when needed.
• Track receipts and maintain organized expense documentation.

• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Follow internal controls, financial regulations, and company policies related to data privacy and information security.

• Assist with coordination of executive level events, leadership meetings, and company functions.
• Assist with office coordination tasks as needed.
• Provide administrative support to other departments when requested.

• High school diploma or equivalent required.
• 4+ years of administrative experience supporting senior leadership in a professional environment.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Expert in Microsoft Office with a focus on Word and PowerPoint.
• Excellent written and verbal communication skills.
• Proven ability to maintain confidentiality and exercise sound judgement.

• Associate or bachelor's degree in business administration or related field.
• Experience working in a financial institution or regulated industry.
• Familiarity with expense reporting systems, document management systems, or scheduling software.
• Experience supporting executive level meetings and leadership teams.

This is a full-time, on-site position:
Monday through Friday.

Some travel is expected for this role.

Please note this job description is not designed to cover or contain a comprehensive…