Executive Administrator

Executive Administrator - Growth at Velera

Velera is the nation’s premier payments credit union service organization (CUSO) and an integrated fintech solutions provider. The company serves more than 4,000 financial institutions throughout North America, operating with velocity to help our clients keep pace with the rapid momentum of change and fuel growth in the new era of financial services. Our purpose:
We accelerate partners’ success through innovative financial technology solutions and inspired service.

This position plays a critical role by providing complex administrative support to the Executive and the Senior Leadership teams (‘leaders’). The Executive Assistant (‘EA’) will coordinate and administer highly complex and confidential activities that need to be resolved daily in a responsible, efficient and timely manner. This individual is responsible for managing email and calendaring for their supported leader(s) and may be engaged to support enterprise-level initiatives and events.

Being effective in this role requires the skills for building strong, trusting partnerships at executive, administrative, and employee levels across the enterprise. The individual needs to be able to lead tasks that require independent judgment, initiative, and the ability to influence without authority. This position requires a hands‑on, self‑motivated, and astute individual who is flexible and thrives in a fast‑moving, dynamic environment within an evolving industry.

• Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (ELT) and/or Senior Leadership Team (SLT) ensuring routine and complex matters are handled in a timely and professional manner.
• Calendaring – manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time.
• Meeting Management – schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes.
• Event Management – ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed, including travel, room reservations, registration, speaking engagements, etc., through collaboration with internal and/or external teams.
• Expense Report Management – ensure expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines.
• Invoice processing – ensure invoices are approved in a timely manner – gather any needed information for an informed decision.
• Travel – book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference.
• Presentation and Reports – develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed.
• Maintain and manage correspondence – process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information on behalf of the leader. Initiate follow‑up to ensure items were handled if a reply or specific action is requested.
• Committee Support – where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records.
• Onboarding – work with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan.
• Confidentiality – must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications.
• Prioritization – direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive…