Executive Assistant III

Overview

The Executive Assistant provides comprehensive administrative, operational, and strategic support to the CEO and executive leadership of the Bank. This role is responsible for managing executive schedules, preparing presentations and reports, coordinating meetings, supporting governance activities (including Board of Directors and Loan Committee meetings), and tracking strategic initiatives.

The position acts as a key liaison between executive leadership and internal departments, ensuring effective communication, timely follow-up, and alignment with organizational priorities. The role also supports executive communications and utilizes technology and AI tools to enhance efficiency.

As the role progresses there is increased responsibility for independent decision-making, confidentiality, strategic involvement, board governance support, and executive influence.

Responsibilities

Executive Support & Daily Operations:

• Provide direct administrative support to the CEO and executive team, including calendar management, scheduling, travel coordination, and expense processing.
• Prioritize and manage competing demands to ensure efficient use of executive time.
• Handle confidential and sensitive information with discretion.
• Act as a liaison between executive leadership and internal departments or external stakeholders.
• Support daily operational needs of the executive office.

• Performs routine administrative tasks with guidance; supports scheduling and coordination.

• Independently manages complex calendars and priorities; anticipates needs and resolves conflicts.

• Serves as a trusted partner to executives; proactively manages priorities and sensitive matters with minimal oversight.

Board of Directors & Loan Committee Support:

• Prepare, assemble, and distribute Board of Directors meeting materials, including agendas, reports, presentations, and supporting documentation.
• Assist with preparation of Loan (Lending) Committee meeting materials, ensuring accuracy, completeness, and timeliness.
• Coordinate logistics for board and committee meetings (scheduling, location/virtual setup, materials distribution).
• Maintain official records, including board packets, committee documentation, meeting minutes, and resolutions.
• Take meeting minutes and track action items from Board and Loan Committee meetings.
• Follow up with department leaders to ensure timely submission of required reports and completion of action items.

• Assists with document preparation, formatting, and meeting coordination under direction.

• Independently coordinates recurring board and loan committee processes; drafts minutes and tracks follow-ups.

• Oversees end-to-end governance support; ensures high-quality, executive-level materials and handles sensitive board communications with discretion.

Strategic Initiative Tracking & Project Support

• Help track and drive progress on strategic initiatives and business goals.
• Maintain project trackers, timelines, and status reports.
• Monitor and follow up on action items from executive and committee meetings.
• Assist with research and preparation of materials supporting strategic decisions.

• Supports tracking and updates for assigned projects.
• Coordinates projects across teams and identifies delays.
• Partners with leadership on enterprise initiatives and executive-level reporting.

Presentations, Reports & Documentation:

• Prepare presentations, reports, dashboards, and meeting materials using Microsoft Word, Excel, and PowerPoint.
• Compile and organize information from multiple departments for executive review.
• Ensure materials are accurate, professional, and aligned with Bank standards.

• Prepares basic materials using templates.
• Creates polished reports independently.
• Develops executive and board-level materials with strategic insight.

Meetings, Notes & Follow-Up:

• Attend meetings and capture key discussion points, decisions, and action items.
• Prepare meeting summaries and distribute follow-ups.
• Track and ensure timely completion of assigned action items.

• Takes notes and tracks basic follow-ups.
• Independently manages follow-up across teams.
• Produces executive summaries and ensures accountability across leadership.

Technology & AI Tools:

• Utilize Microsoft Office and approved AI tools (e.g., Microsoft Copilot) to enhance productivity.
• Improve workflows, document preparation, and reporting efficiency.
• Maintain compliance with data confidentiality and security policies.

• Uses tools with guidance.
• Applies tools independently to improve efficiency.
• Optimizes workflows and recommends process improvements.

Business Knowledge & Learning:

• Develop working knowledge of the Bank’s operations, including lending and mortgage functions.
• Support activities related to executive priorities.

Other Duties:

• Perform other duties as assigned to support executive leadership, governance processes, and Bank operations.

Qualifications

Education and Experience:

• High school diploma required
• Associate’s or Bachelor’s degree in Business, Communications, or related field preferred
• 6+ years supporting senior leadership (preferably C-suite)
• Experience supporting board or committee functions strongly preferred
• Experience with Board Vantage
• Experience managing and coordinating all company and specific Bank events
• Experience managing catering, vendors

Knowledge, Skills, and Abilities: 

• Strong organizational and time management skills
• Calm under fast paced pressure situations
• Maintains a calm, professional demeanor
• Focuses on solutions rather than conflicts
• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to manage confidential information
• Advanced proficiency in Microsoft Office (Microsoft, Excel, Power Point)
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal and relationship-building skills

Additional by Level:

• Developing skills; requires guidance
• Strong independence and prioritization
• Advanced judgment, executive presence, and strategic awareness

Travel

0-10%

Physical demands:

Employee may experience extended periods of viewing computer monitors, typing on a keyboard, sitting, repetitive motion of fingers/hands/wrists, and standing or walking.

Work Environment:

Work is performed onsite in an operational office environment.

Note:

This job description contains the essential functions, duties, and responsibilities of the position in accordance with the Americans with Disabilities Act (ADA). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. C&F Bank reserves the right to make future revisions to this job description and the inherent responsibilities of the position based on the needs of the organization.   

Equal Employment Opportunity Statement -- C&F is committed to providing equal employment opportunity to all qualified persons and reaffirms in policy and practice that it shall not discriminate against applicants or employees because of race, color, religion, gender, age (over 40), disability, genetic information, veteran status (disabled veterans, recently separated veterans, active duty wartime or campaign badge veterans, Armed Forces service medal veterans, and Vietnam era veterans), national origin, or any other consideration protected by applicable federal, state, or local law. This applies to all areas of employment, including promotion, transfer, layoff, termination, compensation, benefits, recruitment advertising, recruitment, and selection for training.

If hired in Virginia, the base pay for this position at C&F Financial Corporation is generally between $60,000.00 and $82,000.00 annually. Actual base pay is determined on an individualized basis, taking into account relevant experience, job-related skills, education, geographic location, and other non-discriminatory factors permitted by law.

Education