The Executive Assistant to the Chief Executive Officer (CEO) serves as a trusted strategic partner responsible for providing high-level executive, administrative, and operational support to the CEO and the Executive Team as directed by the CEO. This position plays a critical role in ensuring the effectiveness of the CEO’s office by managing complex priorities, facilitating communication, coordinating board, volunteer and other executive level activities.
The Executive Assistant exercises sound judgment, maintains the highest level of confidentiality, and serves as a key liaison among the CEO, Board of Directors, Executive Leadership Team, General Counsel’s office, members, community partners, and other internal and external stakeholders. Success in this role requires exceptional organizational skills, executive presence, attention to detail, discretion, the ability to anticipate needs and execute resolutions in a fast-paced, highly regulated financial services environment.
ESSENTIAL FUNCTIONS
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Executive Support
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Manage the CEO’s complex calendar, ensuring strategic prioritization of meetings, travel, and commitments.
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Coordinate travel arrangements, including detailed itineraries, logistics, and expense reporting.
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Prepare briefings, agendas, correspondence, presentations, reports, and other executive materials.
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Screen and prioritize communications, ensuring timely responses and appropriate follow-up.
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Anticipate executive needs and proactively resolve scheduling conflicts and operational challenges.
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Provide support to executive and senior leadership as directed by the CEO.
- Strategic Coordination
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Support execution of the CEO’s strategic priorities including coordination and follow-up with executive leaders and key stakeholders.
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Track key CEO initiatives, including deliverables and deadlines, ensuring accountability across the organization.
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Prepare executive dashboards, briefing materials, and status reports for leadership review.
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Conduct research and compile information to support executive decision-making.
- Board and Governance Support
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Coordinate Board of Directors, committee and volunteer meeting logistics in partnership with General Counsel or assigned Executive.
- Assist the General Counsel or assigned Executive in preparing Board or Committee books, presentations, agendas, minutes, and supporting documentation.
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Ensure governance materials are accurate, complete, and distributed within established timelines.
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Maintain confidential Board records and governance documentation consistent with regulatory and corporate requirements.
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Coordinate conference and travel arrangements, including detailed itineraries, logistics, and expense reporting for Board members and volunteers, as needed.
- Executive Communications
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Draft, edit, and proofread executive communications, speeches, presentations, correspondence, and organizational announcements.
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Coordinate internal and external communications on behalf of the CEO while maintaining consistent messaging.
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Serve as a professional point of contact for the CEO and other for senior executives for Board members, volunteers, regulators, members, community leaders, and key business partners.
- Relationship Management
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Build strong working relationships across all levels of the organization.
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Serve as a liaison between the CEO and Executive and Senior Leadership Teams to facilitate communication and follow-through on CEO initiatives.
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Represent the Office of the CEO with diplomacy, sound judgment, and exceptional service.
- Administrative Operations
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Manage confidential records, contracts, correspondence, and executive files.
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Coordinate departmental budgets, invoices, purchase requests, and expense management.
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Monitor and improve administrative processes to increase efficiency and effectiveness.
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Maintain office procedures and support special projects as assigned.
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Identify opportunities to improve executive office operations and implement best practices.
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Perform additional duties and special projects as assigned by the CEO.
- Event and Meeting Management
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Plan executive meetings, leadership retreats, Board events, member meetings, and employee and community engagement activities.
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Coordinate meeting logistics, catering, audiovisual requirements, and meeting materials.
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Prepare agendas, record action items, and monitor follow-up activities.
- Compliance and Confidentiality
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Maintain strict confidentiality regarding sensitive business, financial, personnel, strategic, and regulatory information.
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Ensure activities are conducted in compliance with applicable regulations, corporate governance standards, internal policies, and ethical guidelines.
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Support examination, audit, and regulatory requests as appropriate.
- Leadership and Organizational Support
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Demonstrate a commitment to Meritrust Core Values.
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Demonstrate professionalism, integrity, and sound judgment in all interactions.
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Foster collaboration across business lines and promote a culture of accountability and excellence.
EDUCATION/CERTIFICATION
- Completed high school diploma, GED or equivalent combination of formal training and experience.
- Some college preferred.
REQUIRED KNOWLEDGE
- Expert level knowledge of Microsoft Office Suite (Excel and Word) and search engines.
EXPERIENCE REQUIRED
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Minimum of 2 – 3 years of progressively responsible administrative experience.
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Experience supporting Boards of Directors and executive governance activities is preferred.
HARD/TECHNICAL SKILLS/ABILITIES
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook).
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Experience with board management software.
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Strong document preparation and executive presentation skills.
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Excellent calendar and project management capabilities.
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Ability to take accurate, concise meeting minutes and track follow-up actions.
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Exceptional written and verbal communication skills.
- High attention to detail and organizational skills.
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Ability to prioritize tasks, manage competing deadlines, and work independently.
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Demonstrated ability to exercise independent judgment, maintain discretion, and handle highly confidential information.
- Strong interpersonal skills with the ability to influence, collaborate, and build relationships across all organizational levels in a professionalism and constructive manner
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Familiarity with electronic records management and document retention systems.
WORKING CONDITIONS
- Standard office conditions.
- Low to moderate noise.
- Limited lifting up to 10 lbs.
This description has been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Essential functions, requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
The Credit Union believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
This Job Description is not a complete statement of all duties and responsibilities of this position and may change with or without notice.
