Administration - Executive Assistant II

Employment Details

Status: Non-Exempt

Report To: MGR – SR EXEC ASST TO PRES CEO

Department: Administration

Job Code: 11977

Pay Range: $45.00 - $55.00 hourly

Days: 5 days a week in office*

Executive Assistant II

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.

• Effectively manage an extremely active calendar/s by prioritizing based on current strategic goals and initiatives.
• Provide related background information, meeting summaries, and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
• Coordinate conference scheduling & registration, arrange complex and detailed travel, provide itineraries based on executive’s format preference, and ensure all necessary information and reports are gathered and distributed in advance.
• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Greet and screen visitors in a friendly and helpful manner; tactfully handle inquiries/concerns, including those seen as confidential or sensitive in nature; provide a bridge for smooth communication between the executive suite and internal departments.
• Research, prioritize, and follow up on incoming issues and concerns addressed to senior management; determine appropriate course of action, referral, or response; interact with all levels of management and staff on issues or concerns and make decisions as necessary; exercise tact, judgment, initiative, and knowledge of senior management’s functional areas to determine those that can be handled by subordinates, staff, and other offices.
• Compose executive-level communications for signature by or on behalf of the executive.
• Create, develop, modify, and analyze reports using business best practices; distribute reports timely and accurately.
• Consolidate large amounts of data and information into an easy-to-read format.
• Maintain a thorough understanding of corporate policies.
• Maintain 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.
• Attend management meetings as requested; record and prepare minutes in conformity with best practices; prepare action items for follow up and then follow through to completion.
• Complete complex expense reports timely and according to company policy.
• Partner with Executive Assistants across the Executive Suite to ensure seamless coverage, consistent service standards, and coordinated support for senior leaders.
• Share information, priorities, and updates with the Executive Assistant team to maintain alignment on scheduling, communications, and executive needs.
• Collaborate on joint projects such as event planning, board/committee preparation, strategic initiatives, process improvements, and corporate communications.
• Participate in team workflows such as shared inbox management, triaging requests, and…