Executive Assistant

Full job description

If you are a service-oriented individual and would like to work in a respected, community-based financial institution, Alcoa Tenn Federal Credit Union, has a position for you. ATFCU is seeking a professional individual for the position of full-time Executive Assistant. The qualified candidate would join a team-oriented working environment with a stable company (established in 1936) and an exceptional benefits package and 401K program. Our focus is on earning trust and helping members.

JOB FUNCTION/SUMMARY

The Executive Assistant provides high-level administrative, organizational, and operational support to the President/CEO, executive leadership team, board of directors, and board appointed committees. This role requires discretion, professionalism, strong judgment, and the ability to manage competing priorities in a fast-paced, member-focused credit union environment. The Executive Assistant serves as a trusted partner, ensuring executive efficiency and supporting effective governance and communication. All matters pertaining to the Credit Union are of a confidential nature; therefore, this position requires an extreme regard for confidentiality and privacy regulations.

ESSENTIAL DUTIES & RESPONSIBILITIES

The employee filling this position must be able to perform the below listed tasks with minimal supervision:

• Coordinate Board of Directors and committee meetings, including agendas, board packet and meeting material creation, catering, recording minutes, and follow-up actions.
• Assist President/CEO, executives, Board, and committee members with conference registration and travel arrangements.
• Assist President/CEO and Board with the organization of strategic planning sessions, including coordination with vendors and strategic planning facilitator, venue selection and preparation, catering coordination, agenda creation, travel and accommodation arrangements, material preparation, securing proper audio/video/visual equipment, and recording meeting minutes.
• Assist President/CEO, executives, and Board with compiling and maintaining all strategic and tactical planning documents.
• Prepare and submit expense reports for President/CEO, Board and committee members, assuring compliance with budget and expense policies and procedures.
• Prepare, review, and edit correspondence, reports, presentations, and confidential documents.
• Act as a liaison between executives, staff, board members, vendors, and external partners.
• Maintain official records, resolutions, and governance documentation in compliance with regulatory and organizational standards.
• Assist with preparation for exams and audits as needed.
• Support special projects, strategic initiatives, and cross-departmental coordination as assigned.
• Track deadlines, action items, and deliverables to ensure timely completion.
• Assist with policy, procedure, and compliance documentation.
• Screen and prioritize phone calls, emails, and requests to ensure timely and appropriate responses.
• Support internal communications and assist with event planning, leadership meetings, and staff functions.
• Maintain office systems, files, and administrative processes for efficiency and accuracy.
• Perform other duties as required.

Qualifications

EDUCATION & EXPERIENCE

• Associate’s or Bachelor’s degree in business administration or related field preferred, or equivalent combination of education and experience.
• Minimum of 3 to 5 years of experience in executive or administrative support, preferably in financial services; experience supporting senior executives preferred.

SKILLS & COMPETENCIES

• Exceptional organizational, time-management, and multitasking skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and emotional intelligence.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat; experience with board management software a plus.
• Ability to learn and use electronic document imaging system.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Requires dedication to providing excellent support in a tactful and pleasant manner.
• Maintain regular and predictable work attendance.
• Willingness to take on additional responsibilities and duties.

CORE VALUES & ATTRIBUTES

• Commitment to member service and the credit union philosophy of “people helping people.”
• Detail-oriented, proactive, and solution-focused.
• Adaptable and calm under pressure.
• Strong interpersonal skills and collaborative, team-oriented mindset.
• High level of dependability and dedication.

WORKING CONDITIONS & DEMANDS

• Work is primarily performed in an office setting with frequent interruptions, multiple priorities, deadlines, inquiries, and peak workloads. May require extended hours and occasional travel for board and committee meetings, membership meetings, audits, and strategic planning. Involves frequent interaction with executive leaders, Board members, and Board appointed committee members.
• Requires extended periods of sitting, keyboarding, reaching, stooping, manual dexterity, clear speech, and visual and hearing acuity. Also exerts up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time but may involve walking or standing for brief periods of time.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person