Executive Assistant

Firstbank Position

Position at FirstBank Summary: Serves as a strategic partner to the Chief Audit Executive, exercising judgment, discretion, and independent decision-making. Enables executive effectiveness through proactive management of priorities, communications, and key initiatives. This role supports day-to-day operations and longer-term departmental objectives by coordinating leadership deliverables, managing internal communications, and supporting execution of department-wide initiatives across the Internal Audit function.

Essential Duties and Responsibilities

• Manage the Chief Audit Executive's calendar and priorities, proactively identifying conflicts, dependencies, and risks
• Exercise independent judgment in prioritizing requests and ensuring alignment with executive and departmental objectives
• Serve as a central liaison between the Chief Audit Executive, leadership team, and cross-functional partners to ensure timely communication and follow-up

Strategic Communications & Executive Deliverables

• Draft, edit, and coordinate executive-level communications and leadership materials, including presentations, department updates, and reporting for senior leadership, the Board, and Board committees
• Promote consistent communication practices across the Internal Audit function through effective coordination, messaging, and information flow

Program & Project Management

• Coordinate and track department-wide initiatives, deliverables, and milestones to support timely execution
• Develop and maintain project plans, status updates, and follow-up actions for strategic and operational initiatives
• Support implementation of recurring programs, special projects, and process improvements across the Internal Audit function

Process Improvement & Automation

• Identify opportunities to improve efficiency through process standardization and automation
• Design and maintain tools, templates, and workflows using Microsoft 365 applications (e.g., SharePoint, Power Automate, Forms)
• Support continuous improvement initiatives to enhance team productivity and communication effectiveness

Stakeholder Coordination & Operational Support

• Coordinate cross-functional deliverables to support audit planning, execution, and reporting activities
• Prepare meeting materials, presentations, and supporting documentation for recurring and ad hoc meetings
• Manage logistics for executive meetings and departmental events, including materials preparation and follow-up tracking

Culture & Engagement

• Promote a collaborative and inclusive team culture through coordination of engagement initiatives and recognition activities
• Support department-wide events and initiatives that reinforce teamwork and organizational values
• Serve as a trusted resource to team members by facilitating communication and information sharing

Administrative & Operational Responsibilities

• Arrange travel and related logistics, including accommodations, itineraries, and visitor coordination, as needed
• Handle confidential information and sensitive materials with a high degree of discretion
• Process accounts payable, expense reports, invoices, and related documentation
• Coordinate onboarding logistics for new employees and third parties
• Coordinate vendor relationships, facilities-related requests, and other office support activities, as needed

General Expectations

• Adhere to company policies and procedures
• Maintain attendance, punctuality, required training, and compliance with applicable workplace standards
• Perform other duties as assigned

Education and/or Experience

• Bachelor's degree or equivalent combination of education and relevant experience
• Three to five years of experience in executive support, business operations, project coordination, or a related field
• Experience supporting senior executives or leadership teams
• Experience preparing executive communications, presentations, and meeting materials
• Experience coordinating projects, timelines, and cross-functional deliverables

Skills and Abilities

• Strong organizational and project coordination skills, with the ability to manage multiple priorities, deadlines, and deliverables in a fast-paced, changing environment
• Excellent written and verbal communication skills, including the ability to tailor messaging and prepare clear, polished materials for different audiences
• Strong judgment, problem-solving ability, and initiative, with the ability to work independently and manage sensitive matters with discretion
• High level of professionalism, interpersonal effectiveness, and collaboration in interactions across all levels of the organization
• Strong attention to detail and ability to produce accurate, high-quality work with appropriate follow-through
• Ability to coordinate across stakeholders, track action items, and support execution of cross-functional initiatives without direct authority
• Proficiency in Microsoft Office applications and collaboration tools, with the ability to learn and apply new technologies
• Understanding of and commitment to confidentiality, internal controls, and compliance with company policies and procedures

FirstBank does not accept unsolicited resumes from agencies and staffing firms. Recruitment agencies and consultants may not submit resumes directly to managers. FirstBank will not pay fees to any third-party agency or company that does not have a signed agreement as an approved vendor. FirstBank in an Equal Opportunity Employer, including disability.