Executive Administrator (Part-time)

Job Title: Executive Assistant (Part Time)                                      

Department: Executive Department 

Department Location: Littleton, MA                                                                       

Reports to: Chief of Staff

Career Stream: Individual Contributor        

Classification: Hybrid 

Exemption: Exempt                                                       

Pay Grade: 12

Pay Grade Range: $39.33 - $49.17

FUNCTION:

The Executive Assistant (EA) provides high-level administrative and operational support to the Chief of Staff, the broader C-suite, and other senior leaders ensuring seamless communication, operational efficiency, and proactive support across the executive leadership team. This dynamic role requires a proactive, detail-oriented individual with exceptional organizational, problem-solving, and communication skills. The EA will manage complex calendars, coordinate meetings and travel, support board-related activities, and contribute to the planning of small-scale events. As a strategic and trusted partner, the EA must anticipate needs, think critically, and operate with a high level of professionalism, discretion, and confidentiality in a fast-paced, high-impact environment.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Manage and prioritize calendars for the CEO, Chief of Staff, and other C-suite executives, including scheduling meetings and resolving conflicts.
• Draft, proofread, and edit emails, reports, presentations, and other communications on behalf of executive leadership.
• Coordinate domestic travel arrangements, including flights, accommodations, and itineraries for the executive team.
• Monitor and organize executive email inboxes, draft responses, and ensure timely follow-up.
• Prepare briefing materials and meeting documents for executive engagements.
• Reconcile and submit expense reports for the CEO, Chief of Staff, and other C-suite members.
• Support cross-functional communication and alignment between executive leadership and internal stakeholders.
• Contribute to department and organizational initiatives as needed, demonstrating flexibility and a solutions-oriented mindset.

Board Liaison Support

• Assist in coordinating logistics for Board and Committee meetings, including scheduling, agenda preparation, and meeting space arrangements.
• Support the development and distribution of Board materials, including presentations and reports.
• Serve as a point of contact for Board members regarding scheduling and communications.
• Liaise with external consultants supporting Board development and effectiveness.
• Maintain a high level of professionalism and confidentiality in all interactions with Board members and external stakeholders.

Meeting and Event Coordination and Support

• Plan and coordinate small-scale meetings and events, such as board meetings, meetings with consultants/vendors, and team gatherings.
• Manage virtual and in-person meeting logistics, including scheduling, developing agendas, capturing meeting minutes, tracking attendance, reserving meeting spaces, A/V setup, catering, and guest access.
• Document detailed meeting minutes for substance and dissemination, accurately capturing decisions and actions.
• Coordinate with vendors, suppliers, and other stakeholders to ensure successful event execution.

Office Management

• Oversee office supplies and equipment, ensuring a well-stocked and functional workspace.
• Maintain filing systems (digital and physical) for executive documents, contracts, and confidential materials.
• Assist with onboarding new employees and maintaining office policies and procedures.
• Serve as a point of contact for internal and external visitors to the executive suite, ensuring a welcoming and secure experience.
• Support other administrative tasks as needed to ensure the smooth operation of the office.

Qualifications: 

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Demonstrated experience coordinating high-level meetings and events, both virtual and in-person.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion and confidentiality.
• Capacity to work independently, anticipate needs, and solve problems proactively.

Preferred Attributes

• High emotional intelligence and interpersonal skills.
• Ability to synthesize complex information and communicate clearly.
• Professional demeanor with tact and diplomacy.
• Experience supporting board-level activities is a plus.
• Comfort working across multiple executives and adapting to different working styles.

About Workers Credit Union: Since 1914, Workers Credit Union has existed to Improve the Daily Lives of our Members. We deliver on our core purpose by partnering with our members to help them make their best financial choices and improve their financial wellness. We call this The Workers Way and this is at the center of everything we do. Through our specialized financial counseling, we are pioneering a new member experience through high-touch service and convenient technology. We have grown to over 2.6 Billion in assets and serve over 120,000 members. We are one of the top performing credit unions in Massachusetts with big plans for the future!

Benefits:

• Comprehensive medical, dental and vision plans
• Basic life and AD&D insurance, short-term disability and long-term disability
• 15 days of paid time off (PTO) per year
• Up to 16 hours of volunteer time off (VTO) per year 
• 11 paid holidays
• 401(k) that includes a Safe Harbor Match of up to 4%.
• Tuition Reimbursement Program 
• Mental health resources including an Employee Assistance Program (EAP)
• Individualized learning and development programs

EEO Statement: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.