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Senior Executive Administrative Assistant

The Senior Executive Administrative Assistant provides high level, confidential administrative and strategic support. This role serves as a trusted partner to executive leadership, enabling effective governance, operational efficiency, and executive decision making in a complex, highly regulated $3B financial institution. This dynamic position requires the ability to anticipate needs, think critically, and provide solutions to problems with a high level of professionalism and confidentiality.

The position requires exceptional judgment, discretion, organizational sophistication, and the ability to anticipate executive needs while coordinating across departments, the Board of Directors, regulators, and external partners.

Major Duties and Responsibilities:

• Provide comprehensive administrative support including calendar management, meeting coordination, preparation of reports and presentations, travel arrangements, and executive correspondence.
• Serve as a strategic gatekeeper, managing priorities, screening requests, and ensuring appropriate access to executive leadership.
• Anticipate executive needs and proactively resolve scheduling conflicts, competing priorities, and logistical challenges.
• Provide support for meetings, including agenda preparation, material distribution, minute documentation, and follow up on action items.
• Ensure timely and accurate preparation of materials, maintaining version control and confidentiality.
• Support governance processes in alignment with credit union bylaws, Board policies, and regulatory expectations.
• Act as a liaison between executive leadership and internal departments, senior leaders, external partners, vendors, and regulators.
• Draft, edit, and format executive level communications, presentations, reports, and correspondence.
• Represent the Executive Office with professionalism, diplomacy, and sound judgment.
• Track executive action items, deadlines, and strategic initiatives to ensure timely completion and follow through. Support executive projects, special initiatives, and cross functional efforts as assigned. Maintain organized electronic and physical filing systems for executive and governance records.
• Handle highly sensitive and confidential information with discretion and professionalism. Demonstrate strong awareness of compliance, privacy, and regulatory considerations inherent to a financial institution. Ensure executive administrative practices align with internal controls, policies, and risk management standards.

Knowledge and Skills:

EXPERIENCE

Minimum of 7-10 years of progressively responsible executive administrative support experience. Prior experience supporting a CEO, C-Suite, and/or Board of Directors strongly preferred. Experience within a credit union, bank, or similarly regulated organization required.

Core Competencies include • Executive Presence • Discretion & Confidentiality •Accountability & Reliability • Strategic Thinking • Relationship Management • Attention to Detail • Adaptability

EDUCATION/CERTIFICATIONS/LICENSES

Associate's degree required; Bachelor's degree preferred (Business Administration or related field)

INTERPERSONAL SKILLS

A significant level of trust, credibility and diplomacy is required. In-depth dialogue, conversations and explanations with customers, direct and indirect reports and outside vendors can be of a sensitive and/or highly confidential nature. Communications may involve motivating, influencing, educating and/or advising others on matters of significance. Typically includes subject matter experts as well as first level to middle managers.

OTHER SKILLS

• Advanced executive administrative expertise, preferably in a financial services or regulated environment
• Exceptional organizational, time management, and prioritization skills
• High degree of professionalism, discretion,and emotional intelligence
• Strong written and verbal communication skills, including executive level document preparation
• Ability to work independently, make sound decisions, and exercise judgment under pressure
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and Board portal technologies
• Ability to manage complex calendars, confidential information, and competing priorities with accuracy and poise

ADA Requirements

PHYSICAL REQUIREMENTS

Is able to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable and timely attendance.

WORKING CONDITIONS

The position is based at the organizations headquarters in a professional office environment with regular interaction with executive leadership. Occasional extended hours may be required to support Board meetings, executive deadlines, or special initiatives.

Community First Credit Union is an Equal Opportunity Employer. Community First values and celebrates diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected Veteran.