Executive Assistant

SUMMARY

An experienced Executive Assistant is needed to provide high-level administrative and secretarial support to the Chief Executive Officer, Chief Financial Officer, and senior leadership at a well-established financial institution. This role also serves as Corporate Secretary, supporting the Board of Directors by preparing for and attending board meetings and accurately recording official proceedings.

RESPONSIBILITIES

• Manage the CEO’s office operations and provide administrative support to the CFO and other senior managers.
• Act as Corporate Secretary, attending monthly Board of Directors meetings and other official meetings as required, and accurately recording minutes and proceedings.
• Serve as the official custodian of board and committee minutes, records, and proxies.
• Coordinate and maintain executive calendars, including scheduling appointments and meetings with internal and external stakeholders.
• Screen and route telephone calls and visitors, using sound judgment to prioritize access to senior leadership.
• Draft, edit, and distribute written communications, including confidential and technical correspondence to individuals inside and outside the organization.
• Maintain organized systems for paper and electronic records, including filing, updating records, and managing the physical flow of documents.
• Process incoming and outgoing mail for the department and ensure timely dissemination of information.
• Compile, format, and prepare reports and other documentation for executives and board members.
• Partner with external examiners and independent auditors during official reviews and examinations of the institution.
• Handle sensitive information with discretion and maintain a high level of confidentiality at all times.
• Perform other related administrative and executive support duties as assigned.

QUALIFICATIONS

• High school diploma required; some college coursework preferred.
• 5–7 years of executive-level administrative assistant experience supporting senior management.
• Proficient with Microsoft Office applications, including Word, Excel, and Outlook, as well as internet research.
• Demonstrated ability to take and transcribe accurate, detailed meeting minutes.
• Strong attention to detail with excellent follow-up skills and the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills.
• Proven ability to interact professionally and effectively with all levels of management and external partners.
• Able to work independently, exercise good judgment, and maintain strict confidentiality.

BENEFITS

• Comprehensive health coverage, including medical and dental insurance.
• Life insurance coverage provided.
• 401(k) retirement plan to support long-term financial security.
• High visibility role working directly with executive leadership and the Board of Directors.
• Opportunity to build deep knowledge of corporate governance, board processes, and financial institution operations.
• Stable, professional work environment with the chance to become a trusted partner to senior leadership.