Executive Assistance to President & CEO

Job Description

Job Description

Position Summary
The Executive Assistant to the President/CEO provides high-level administrative, organizational, and executive support to the President/CEO of the African-American Credit Union Coalition (AACUC). This position serves as a trusted administrative partner to the President/CEO and plays an important role in supporting the effective operation of the executive office. The Executive Assistant manages the President/CEO's calendar, meetings, travel, correspondence, Board of Directors materials, presentations, and other executive-level activities. The position requires strong organizational skills, sound judgment, discretion,
attention to detail, and the ability to effectively manage multiple priorities in a fast-paced, mission-driven environment. The Executive Assistant regularly interacts with AACUC Board members, staff, members, credit union executives, corporate partners, community leaders, vendors, and other external stakeholders and must consistently represent the President/CEO and AACUC with professionalism. This is an on-site position based in AACUC's Duluth, Georgia office and is not a remote position.

Essential Duties and Responsibilities

Executive Support

• Provide comprehensive administrative and executive support to the President/CEO.
• Manage and maintain the President/CEO's calendar, including meetings, appointments, speaking engagements, conferences, travel, and other commitments.
• Coordinate internal and external meetings and assist the President/CEO with prioritizing competing scheduling requests.
• Anticipate upcoming commitments, deadlines, meetings, and required follow-up activities.
• Prepare the President/CEO for meetings by organizing agendas, background materials, reports, presentations, and other relevant information.
• Draft, review, proofread, and format correspondence, memoranda, reports, presentations, meeting materials, and other executive communications.
• Track action items and commitments involving the President/CEO and provide appropriate reminders and follow-up.
• Maintain organized executive records, documents, correspondence, and files.
• Assist with special projects and assignments as directed by the President/CEO.

Board of Directors Support

• Support the President/CEO in coordinating the preparation, organization, and distribution of materials for Board of Directors and Board committee meetings.
• Assist with the development of Board packets, presentations, and related governance materials, and support communication and follow-up between the President/CEO and the Board.
• Maintain appropriate confidentiality regarding Board discussions, governance matters, and other sensitive organizational information.
• Collaborate with the Chief Administrative Officer (CAO) on Board and Committee meeting logistics, material preparation, and governance documentation.

Meeting and Presentation Support

• Coordinate executive meetings, leadership meetings, stakeholder meetings, and other meetings involving the President/CEO.
• Prepare meeting agendas and supporting documentation.
• Assist with preparing PowerPoint presentations, briefing documents, talking points, reports, and executive summaries.
• Coordinate presentation materials for conferences, speaking engagements, Board meetings, membership meetings, and external events.
• Attend meetings as requested to document key decisions, action items, and follow-up responsibilities.
• Maintain and monitor outstanding action items resulting from meetings involving the President/CEO.

Travel and Event Coordination

• Coordinate domestic and international travel arrangements for the President/CEO, including airfare, lodging, ground transportation, itineraries, and related logistics.
• Prepare comprehensive travel itineraries and supporting materials.
• Monitor travel schedules and assist with changes or adjustments when necessary.
• Prepare and coordinate travel-related expense documentation and reimbursement submissions.
• Coordinate the President/CEO's participation in AACUC conferences, industry events, speaking engagements, Board meetings, and other external activities.
• Work with AACUC staff to ensure appropriate executive-level support for major organizational events.

Office and Administrative Coordination

• Support the efficient operation and organization of the President/CEO's office.
• Process invoices, expense reports, purchase requests, and other administrative documentation associated with the executive office.
• Maintain appropriate supplies, files, records, and materials necessary to support executive activities.
• Coordinate document signatures and approvals requiring President/CEO authorization.
• Assist with maintaining organizational calendars and key executive deadlines.
• Identify opportunities to improve administrative processes, organization, and workflow within the executive office.
• Provide administrative assistance for confidential or time-sensitive projects as assigned.

Confidentiality and Discretion

The Executive Assistant will have access to highly confidential and sensitive organizational information, including information involving personnel, Board governance, financial matters,
strategic initiatives, partnerships, contracts, and other executive matters. The individual must demonstrate exceptional discretion, professionalism, sound judgment, and the ability to maintain confidentiality at all times.

Required Qualifications

• Bachelor's degree in business administration, communications, organizational management, or a related field and at least five years of progressively responsible executive or administrative support experience; or an equivalent combination of education and relevant professional experience.
• Prior experience supporting a President/CEO, senior executive, Board of Directors, or executive leadership team.
• Demonstrated experience managing complex executive calendars and coordinating meetings.
• Experience preparing Board packets, presentations, reports, and executive-level correspondence.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Exceptional organizational and time-management abilities.
• Strong proofreading, formatting, and document-preparation skills.
• Ability to manage multiple assignments, priorities, and deadlines with limited supervision.
• Demonstrated ability to exercise sound judgment and discretion when handling confidential matters.
• Ability to interact professionally with executives, Board members, employees, members, business partners, and external stakeholders.