Executive Assistant

Executive Assistant

The Executive Assistant is a unique role at Harvard FCU. Reporting to the President & CEO, the Executive Assistant role is the central connection for staff, members, and partners to connect with the President & CEO, senior leadership, and our Board of Directors (including our Supervisory Committee). In this role you will be championing company culture, managing schedules, assisting with correspondences and presentations, planning events, and acting as the point of contact for the CEO, Senior Team, and Board of Directors.

Job-Specific Responsibilities:

• Serve as primary point of contact and gatekeeper for the President & CEO, managing calendars, priorities and daily workflow.
• Plan, schedule, and manage calendars for all senior team leaders, including scheduling meetings, resolving conflicts, and ensuring appropriate prioritization.
• Prepare senior team members for meetings by coordinating agenda, briefings, background materials, and meeting logistics (meeting spaces, AV/IT, food and beverages, etc.).
• Draft, proofread, and edit correspondence, presentations, and other documents on behalf of the President & CEO and senior leadership.
• Plan and manage all aspects of Board of Directors meetings, including collection and preparation of materials, loading all documents onto the board portal, and preparation of accurate, timely minutes.
• Attend all Board and Committee meetings, including advance preparation with committee chairs on agendas and material submissions.
• Prepare, maintain, and distribute all Board and Committee minutes, ensuring appropriate approvals and secure recordkeeping.
• Act as direct liaison with Board and Supervisory Committee members, serving as the administrator and subject matter expert for the board portal and related tools.
• In coordination with the Marketing team, plan and organize the annual meeting and election, as well as the annual employee meeting.
• Assist senior team leaders with planning and executing conferences, events, and webinars, including registration, hotel accommodations, travel arrangements, and on-site support as needed.
• Coordinate internal meetings, retreats, and staff events that help support and reinforce Harvard FCU's culture and values.
• Track and follow up on action items from key meetings to ensure timely completion and communication of outcomes.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with collaboration platforms such as Teams, Zoom, SharePoint, and OneDrive
• Experience managing virtual meetings and supporting meeting technology
• Experience with board governance software (e.g., OnBoard, Diligent, BoardEffect)
• Ability to learn and effectively utilize new technologies and business applications
• Reconcile and submit monthly credit card invoices to Accounts Payable, ensuring all expenses have proper receipts and comply with company policy.
• Maintain organized electronic and physical filing systems for executive and Board materials, ensuring confidentiality and ease of retrieval.
• Support the smooth operation of the executive office by anticipating needs, identifying process improvements, and implementing practical solutions.
• Act as back up to the Office Manager in their absence: which may include overseeing office supplies, facilities requests, visitor management, and general office coordination.
• Champion Harvard FCU's culture by modeling our values in daily interactions with staff, members, partners, and Board members.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and judgment.
• Build and maintain positive relationships with internal and external stakeholders, ensuring all interactions reflect Harvard FCU's commitment to service and inclusion.

Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• High school diploma or equivalent.
• A minimum of 3-5 years of progressively responsible administrative experience, including direct support to senior or executive-level leaders.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Demonstrated experience managing complex calendars and scheduling across multiple stakeholders.
• Demonstrated experience preparing meeting materials and taking/distributing minutes.
• Proven ability to handle confidential information with discretion.
• Experience supporting C-suite executives, a Board of Directors, or senior leaders.
• Prior experience working at a cooperative, financial institution, or in higher education.
• Experience serving as a Board liaison, including preparing board books/packets and working with board portal.
• Demonstrated experience planning and managing projects and events.
• Exceptional communication skills, including drafting and editing emails, memos, and presentations on behalf of senior leaders.
• Strong relationship building skills with the ability to interact effectively and diplomatically with staff, members, partners, and Board members.
• Proven ability to prioritize and manage multiple deadlines in a fast-paced, highly visible environment.
• High level of professionalism, sound judgment, and discretion when handling sensitive and confidential information.
• Ability to move meeting materials, packages, and event supplies weighing up to 20 pounds.

Standard Hours/Schedule: 35 hours per week, 7 hours per day. This is a hybrid role with on-site requirements averaging 1-2 days per week, and 'as needed' based upon needs of the senior team. Must be able to work overtime on occasional evenings and/or weekends, especially to meet deadlines or during special events/meetings.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.

Pre-Employment Screening: Education, Identity

Other Information:

• Please provide a cover letter and resume as one document with your application.
• This position has a 90-day orientation and review period.