Executive Assistant, Corporate

Job Description

Job Description

Starting pay for successful applicants is generally within the minimum to midpoint of the pay range. Our consideration for pay is designed to support career growth and development over time. Offers extended depend on a variety of job-related factors, including but not limited to individual experience, knowledge, training, education, geographic location, market demands and internal equity.

POSITION PURPOSE

Provide high-level strategic and administrative support to President/CEO and Board of Directors. Manage the CEO's schedule, communications, Board governance, meetings, travel, records, contracts, and executive events. Anticipate needs, organize priorities, follow through on commitments, and ensure the CEO has the information needed to make informed decisions. Demonstrate exceptional judgment, discretion, technical proficiency, calendar mastery, and the ability to manage both strategic executive support and detailed logistics without allowing commitments, deadlines or relationships to fall through. Maintain confidentiality and represent Fortera professionally with employees, Board members, regulators, vendors, members, and community partners.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Executive Support

• Manage the CEO's calendar by evaluating requests, resolving conflicts, protecting time for strategic work, and ensuring adequate preparation and travel time between commitments.
• Manage the CEO’s email (including limited personal logistics connected to CEO availability) by monitoring incoming communications, prioritizing messages, responding independently within delegated authority, tracking follow-up through completion, and ensuring the CEO’s attention is focused on matters requiring executive judgement.
• Maintain an organized executive communication system by managing email folders, categories, flags and reminders to ensure important communications, approvals, commitments, and deadlines are not overlooked.
• Maintain CEO’s weekly priorities, prep list, follow-up list and decision queue. Review incoming communications and determine which items require immediate attention, additional information, delegation, or scheduling. Obtain needed information from staff, coordinate follow-up, and present issues to the CEO with the information needed to make an informed decision whenever practical.
• Prepare correspondence, reports, presentations, meeting materials, and other business documents to include drafting email responses for the CEO, proofreading before distribution.
• Prepare the CEO for meetings by assembling agendas, background information, supporting documents, and key decisions requiring attention.
• Arrange travel, lodging, transportation, itineraries, and complete expense reports.
• Maintain organized executive files and confidential records.
• Protect confidential, highly sensitive information and exercise sound judgment.
• Schedule executive meetings and confirm attendee availability.
• Prepare agendas and distribute meeting materials before meetings.
• Ensure meeting locations, technology, printed materials, and supplies are ready before meetings begin.
• Record meeting minutes when requested.
• Document decisions and action items.
• Track assignments made by the CEO, follow up with responsible employees, identify overdue items, and provide status updates until work is completed.
• Remind the CEO of upcoming deadlines, commitments, and unresolved issues.
• Schedule Board of Directors and Board Committee meetings.
• Prepare, proofread, and distribute Board packets within established deadlines.
• Serve as the primary administrative contact for Board members. Ensure all board interactions are handled accurately and professionally.
• Record Board and Committee meeting minutes.
• Maintain Board resolutions, minutes, bylaws, committee records, governance documents, and historical records.
• Arrange Board travel, lodging, meeting locations, meals, and expense reimbursement.
• Maintain corporate records in accordance with legal and regulatory requirements.
• Partner with Risk Management to ensure Board policies are reviewed and presented according to the approved review schedule.
• Obtain information requested by the CEO from department leaders and follow up until it is received.
• Track assignments made by the CEO and monitor progress toward completion.
• Notify the CEO of missed deadlines, scheduling conflicts, incomplete assignments, and issues requiring attention.
• Maintain an organized system for tracking executive priorities, pending requests, follow-up items, and commitments.
• Resolve routine administrative issues within assigned authority and elevate issues requiring executive direction with relevant background information.
• Maintain executed contracts and monitor renewal dates.
• Route contracts for review and signature according to established approval authority.
• Maintain corporate records so they are complete, organized, secure, and readily available.
• Plan and lead the execution of Board meetings, executive meetings, leadership retreats, strategic planning sessions, volunteer committee meetings, and executive events.
• Develop project plans, timelines, and task lists and ensure milestones are completed on schedule.
• Select and manage vendors and coordinate venues, catering, audiovisual services, transportation, lodging, meeting materials, registrations, and other event requirements.
• Partner with internal departments to assign responsibilities, monitor progress, resolve issues, and ensure deliverables are completed on time.
• Serve as the primary contact for vendors, venues, speakers, and participants before, during, and after events.
• Manage approved event budgets, invoices, and expense reports.
• Conduct post-event evaluations and recommend improvements.
• Build productive working relationships with Board members, executives, employees, regulators, vendors, members, and community partners.
• Identify administrative process improvements and implement approved changes.
• Provide back-up support for other Executive Assistants when needed.
• Complete all required training and comply with Credit Union policies and applicable regulations. Attend and participate in required meetings and committees.
• Participate in community and civic events to promote awareness of the Credit Union in the communities we serve.
• Satisfactorily completes all required compliance training and complies with all regulations which apply within the scope of the position to include Bank Secrecy Act compliance.
• Ensure work area and assigned equipment are clean, secure and well-maintained.
• Perform other duties assigned by the President/CEO.
• Board packets are accurate and distributed on time.
• Meetings, travel, and executive events are executed without avoidable issues.
• CEO documents require minimal revisions.
• Executive commitments and follow-up items are tracked to completion.
• Corporate records and governance documents are complete and current.
• Confidential and highly sensitive information is handled appropriately.
• Deadlines are consistently met.
• Professional relationships are maintained with Board members, executives, employees, vendors, regulators, and members.
• Fortera Core Values are satisfactorily demonstrated in daily work.
• MS Outlook - calendar mastery
• MS Excel – intermediate
• MS PowerPoint – creation and formatting
• PDF – editing
• Board portal management experience

Meeting Management

• Board Governance
• Executive Coordination
• Corporate Records and Contracts
• Executive Events and Retreats
• Professional Responsibilities

Special Note: Fortera Federal Credit Union is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

Please be advised, visa sponsorship is not available for this position.

PERFORMANCE MEASUREMENTS

QUALIFICATIONS

Education/Certification:

• High school graduate or equivalent. Bachelor’s degree in business administration or related field preferred.
• Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Project Management Professional (PMP) certifications a plus.

Required Knowledge:

• Knowledge of Credit Union or financial institution operations preferred.
• Understanding of appropriate document formats, spreadsheets and business communications.
• Advanced proficiency in MS Office Suite, virtual collaboration tools (e.g. Zoom, Teams), and board management platforms (e.g. CU Boardroom, Diligent).

EXPERIENCE REQUIRED:

• Ten to fifteen years of executive administrative experience.
• At least five years supporting a President, CEO, or other C-suite executive.
• Three – five years’ experience supporting a Board of Directors required.
• Experience planning executive meetings, retreats, and multi-day out-of-state events.
• Experience managing confidential information and executive communications.
• Financial services or other regulated industry experience preferred.

Skills/abilities:

• Preference for working in organizations that prioritize personal humility, diversity, inclusion, teamwork, and collaboration.
• Exceptional organization and attention to detail.
• Excellent oral, written and interpersonal communication skills.
• Strong proofreading and document formatting skills.
• Strategic thinking and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines.
• Ability to exercise sound judgment and maintain confidentiality with highly sensitive information.
• Ability to work independently and follow through with minimal supervision.
• Ability to work in a cooperative manner with others.
• Advanced proficiency with MS Office, Teams, Adobe Acrobat, Zoom, and Board management software, specifically at the following levels:
• Demonstrates professionalism, confidence and emotional intelligence in high-visibility situations. Presents a positive, upbeat attitude.
• Demonstrates executive presence, including the ability to communicate with confidence, demonstrate sound judgment, maintain composure under pressure, and effectively influence executive-level stakeholders.
• Ability to build trust and work with strong personalities.
• Regular and predictable attendance.
• Ability to work after hours and occasional weekends in support of Board meetings and events.
• Occasional local and out-of-state travel is required.
• Position works on-site, Monday through Friday, at the corporate office during normal business hours (8am – 5pm).

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Finger Dexterity:

• Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

Grasping:

• Using fingers and palm on an object.

Talking:

• Especially where one must frequently convey detailed/important instructions or ideas accurately, loudly, or quickly.

Repetitive Motion:

• Movements frequently and regularly required using the wrists, hands, and/or fingers.

Average Hearing:

• Able to hear average or normal conversations and receive ordinary information.

Average Visual Abilities:

• Average, ordinary, visual acuity necessary to prepare or inspect documents or products or operate machinery.

Physical Strength:

• Sedentary work; sitting most of the time; exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)

WORKING CONDITIONS

None:

• No hazardous or significantly unpleasant conditions (such as in a typical office).
• Limited local and out of town travel in support of meetings and off-site special events.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Reasoning Ability:

• Ability to deal with a variety of variables under only limited standardization. Able to interpret various instructions.

Mathematics Ability:

• Ability to perform basic math skills and to use decimals to compute ratios and percents, and to draw and interpret graphs.

Language Ability:

• Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias.
• Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.
• Able to communicate distinctly with appropriate pauses and emphasis, correct pronunciation (or sign equivalent), and variation in word order using present, perfect, and future tenses.