Executive Assistant-C-Suite

Job Description

Job Description

Position Summary

The Executive Assistant, C-Suite is a highly trusted and proactive partner supporting Prevail Bank’s C-suite Executive Leadership Team. This role provides sophisticated executive support while serving as a central point of coordination across the executive team and broader organization.

This is not a traditional administrative support role. The Executive Assistant, C-Suite is expected to anticipate needs, exercise strong judgment, manage competing priorities, and independently drive work to completion. The role requires an individual who is highly organized, resourceful, polished, and comfortable operating in a fast-paced environment with access to highly confidential and sensitive information.

In addition to executive support, this position plays a key role in enterprise-level coordination, executive team operations, board and governance support, and company events connected to the C-suite’s vision and organizational priorities.

Key Responsibilities

C-Suite Executive Support

· Provide high-level administrative and organizational support to multiple members of the C-suite Executive Leadership Team.

· Proactively manage complex calendars, scheduling priorities, meetings, and commitments across multiple executives.

· Coordinate travel arrangements, itineraries, meeting logistics, expenses, and related executive needs.

· Anticipate scheduling conflicts, competing priorities, and executive needs and proactively develop solutions.

· Prepare correspondence, presentations, reports, meeting materials, and other executive-level communications.

· Handle confidential and sensitive information with exceptional judgment and discretion.

· Serve as a professional and trusted point of contact between executives and internal and external stakeholders.

Executive-Level Meeting & Board Support

· Coordinate and provide executive-level support for Board of Directors meetings, board committee meetings, Executive Leadership Team meetings, strategic planning sessions, and other high-priority leadership forums.

· Manage meeting calendars, annual meeting schedules, room and technology logistics, attendee coordination, materials deadlines, catering, travel coordination, and other meeting requirements.

· Prepare, compile, proofread, and distribute board packets, committee materials, executive agendas, briefing documents, presentations, pre-reads, and follow-up items with a high degree of accuracy and professionalism.

· Prepare, draft, edit, maintain, and archive board minutes, committee minutes, resolutions, governance records, regulatory meeting materials, and other formal documentation in accordance with organizational standards and applicable requirements.

· Coordinate completion, review, approval, distribution, retention, and follow-up of official meeting documentation, ensuring materials are accurate, timely, confidential, and appropriately organized for future reference.

· Maintain awareness of deadlines, approvals, recurring agenda items, and required materials to ensure executive and board meeting preparation is timely, complete, and well organized.

· Attend selected executive-level and board-related meetings as appropriate to support logistics, capture action items, coordinate follow-up, and ensure commitments are tracked through completion.

· Maintain strict confidentiality and discretion regarding board materials, executive discussions, strategic initiatives, personnel matters, financial information, and other sensitive business information.

· Serve as a polished, reliable point of coordination for directors, executives, senior leaders, external partners, and other stakeholders involved in executive and board-level meetings.

Executive Team Coordination

· Support the effectiveness and operating rhythm of the Executive Leadership Team.

· Coordinate the executive team’s operating rhythm, including leadership priorities, planning cycles, decision points, and follow-through.

· Support executive alignment by organizing priorities, preparing leadership updates, coordinating information flow, and ensuring timely follow-up on key decisions.

· Track key action items and commitments and help ensure appropriate follow-through.

· Coordinate schedules and priorities across the C-suite to improve communication, planning, and efficiency.

· Identify opportunities to streamline executive-level processes and improve how the leadership team operates.

Executive-Sponsored Events & Enterprise Experiences

· Support planning and execution of select company-wide and leadership events that advance the C-suite’s vision, business priorities, and organizational culture.

· Coordinate executive-sponsored gatherings, leadership events, board-related events, company meetings, recognition moments, and enterprise experiences in partnership with appropriate business partners.

· Manage event logistics from concept through execution, including venues, vendors, communications, budgets, schedules, and on-site coordination.

· Partner across departments to ensure events reflect executive intent, Prevail Bank’s brand, and the desired experience for employees, leaders, directors, and other stakeholders.

· Continuously identify opportunities to enhance company events and experiences.

Enterprise Coordination & Special Projects

· Provide enterprise-level coordination and project support for high-priority initiatives sponsored by the C-suite or involving multiple areas of the organization.

· Partner cross-functionally to organize information, timelines, deliverables, communications, and accountability for enterprise initiatives.

· Conduct research and prepare presentations, summaries, reports, and other materials to support executive decision-making.

· Take ownership of special projects requiring strong organization, discretion, and follow-through.

· Help connect people, priorities, and information across the organization to keep important work moving forward.

Qualifications

· 7+ years of progressively responsible executive administrative, executive operations, or related experience; experience supporting senior executives or C-suite leaders strongly preferred.

· Demonstrated ability to support multiple senior leaders while effectively balancing competing priorities.

· Exceptional organizational, prioritization, and time-management skills.

· Strong written and verbal communication skills with a high degree of professionalism.

· Demonstrated discretion and sound judgment when handling confidential and sensitive information.

· Strong problem-solving skills with the ability to anticipate needs and act proactively.

· Proven ability to independently manage projects and responsibilities from concept through completion.

· Experience coordinating executive-level meetings, Board of Directors meetings, board committee meetings, company events, complex organizational initiatives, board minutes, regulatory meeting materials, or formal governance documentation preferred.

· Strong proficiency with Microsoft Office and collaboration/productivity tools.

· Ability to build strong relationships and work effectively with individuals at all levels of the organization.

Success in This Role

· Create greater capacity and efficiency for the C-suite Executive Leadership Team.

· Anticipate needs rather than wait for direction.

· Ensure executive-level meetings, board meetings, and committee meetings are well planned, professionally supported, accurately prepared, and effectively followed up.

· Maintain accurate, professional, and well-organized board minutes, committee minutes, regulatory materials, governance records, and related follow-up documentation.

· Bring structure and organization to complex and competing priorities.

· Ensure executive commitments and important organizational work do not lose momentum.

· Support polished, well-executed company and leadership events that align with the C-suite’s vision and enterprise priorities.

· Build credibility and trusted relationships across the organization.

· Operate with exceptional confidentiality, judgment, ownership, and professionalism.

Core Competencies

Executive Presence • Judgment & Discretion • Board & Executive Meeting Coordination • Proactive Problem Solving • Organization & Prioritization • Relationship Management • Communication • Project & Event Management • Adaptability • Attention to Detail • Ownership & Accountability