Executive Assistant II

Executive Assistant II Status: Non-Exempt Report To: MGR SR EXEC ASST TO PRES CEO Department: Administration Job Code: 11977 Pay Range: $45.00 - $55.00 General Description: The Executive Assistant II plays a pivotal role in supporting the Executive Suite by upholding its credibility, trust, and overall effectiveness. Acting as the main point of contact for all internal and external inquiries related to the executive suite office, this position ensures seamless communication and coordination on matters of importance. Collaboration is central to this role, as the Executive Assistant II works closely with senior management and the Executive Assistant team to maximize senior management's productivity. This includes skillfully managing and safeguarding the schedules of senior leaders to ensure their time is used efficiently and that all appointments and commitments are met with precision. A key responsibility is to balance multiple priorities while maintaining flexibility and anticipating the evolving needs of senior management. The Executive Assistant II is expected to operate with a high degree of independence, taking projects from inception through to completion. The position also requires the ability to perform effectively under pressure, managing a diverse range of activities and handling confidential matters with the utmost discretion and professionalism. Tasks, Duties, Functions: Effectively manages an extremely active calendar/s by prioritizing based on current strategic goals and initiatives. Provides related background information, meeting summaries, and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements. Coordinates conference scheduling & registration, arranges complex and detailed travel, provides itineraries based on executive's format preference, ensures all necessary information and reports are gathered and distributed in advance. Prioritizes conflicting needs; handles matter expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures. Greets and screens visitors in a friendly and helpful manner. Tactfully handles inquiries/concerns, including those seen as confidential or sensitive in nature. Provides a bridge for smooth communication between the executive suite and internal departments. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the senior management. Determines appropriate course of action, referral, or response. Interacts with all levels of management and staff on issues or concerns and make decisions as necessary. Exercises tact, judgment, initiative, and knowledge of senior management's functional areas to determine those that can be handled by subordinates, staff, and other offices. Composes executive-level communications for signature by or on behalf of the executive. Creates, develops, modifies, and analyzes reports using business best practices. Distributes reports timely and accurately. Consolidates large amounts of data and information into an easy-to-read format. Maintains a thorough understanding of corporate policies. Maintains a thorough understanding of state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position. Attends management meetings as requested. Records and prepares minutes in conformity with best practices. Prepares action items for follow up and then follows through to completion. Completes complex expense reports timely and according to company policy. Partners with Executive Assistants across the Executive Suite to ensure seamless coverage, consistent service standards, and coordinated support for senior leaders. Shares information, priorities, and updates with the Executive Assistant team to maintain alignment on scheduling, communications, and executive needs. Collaborates on joint projects such as event planning, board/committee preparation, strategic initiatives, process improvements, and corporate communications. Participates in team workflows such as shared inbox management, triaging requests, and routing inquiries to the appropriate Executive Assistant or department. Contributes to the development and refinement of shared procedures to standardize best practices within the Executive Suite. Offers guidance and peer support to less experienced administrative staff, fostering a collaborative and high-performing support team. Coordinates jointly on cross-functional meetings by aligning schedules, preparing materials, and ensuring leaders receive consistent, accurate information. Engages in regular EA team check-ins or huddles to discuss priorities, deadlines, operational issues, and opportunities for improved collaboration. Supports a positive team culture grounded in professionalism, mutual respect, confidentiality, and a shared commitment to exceptional executive support. Identifies issues before they become problematic and offers innovative solutions that are in compliance with policies. Performs other assignments as required. Organizational Contacts & Relationships: 1. Internal: All levels of staff and management. 2. External: Members, regulators, credit union industry associations, community and strategic partners, travel agency personnel, and other individuals and groups contacting management. Qualifications: Education: Minimum of AA degree in business related courses preferred Experience: Minimum of five years' experience as a C-Suite Executive Assistant in addition to a minimum of five years' experience as an EA for senior management positions. Superb professionalism, tact, diplomacy, and discretion. Proactive mentality with excellent problem solving and judgment skills in a fast-paced setting and with a strong work ethic. Anticipate assistance by identifying issues, needs, options, and solutions before being asked. Knowledge of the Credit Union and its goals and awareness of business initiatives and priorities Quick learner, responsive, ability to multi-task, and strong time and calendar management and organizational skills. Strong project management skills to track multiple concurrent projects and follow-through with senior management as required keeping deliverables and deadlines on track to successful completion. Independent worker with ability to be flexible and work in a team environment. Advanced proficiency with Microsoft Windows Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, Teams, and Copilot), Adobe Pro, Survey tools, and other standard office equipment (telephone, copier, etc.). Strong verbal and written communication skills with astute attention to grammatical details. Strong interpersonal skills, friendly, and adaptable. Demonstrates exceptional service, professionalism, and confidentiality in all interactions and communications. Physical Requirements: Prolonged sitting throughout the workday. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc. Corrected vision and hearing within the normal range. A device to enhance hearing will be provided if needed. Occasional lifting, bending, and stooping throughout the workday, weighing up to fifteen pounds. Unusually long work hours may be required to accomplish tasks. Ability to travel for business as needed. Licenses/Certifications: None This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow other instructions and to perform other duties requested by his or her supervisor that are within his or her knowledge, skill and ability as well as his or her mental and physical abilities. Rev. 1/2/2025

Created: 2026-03-04