Chief of Staff/ Executive Assistant

TTCU•Tulsa, OK

14h•Onsite

About The Position

The Chief of Staff (CoS) serves as a trusted advisor, strategic partner, and operational extension of the President & CEO. This role is responsible for enhancing executive effectiveness, driving strategic priorities, coordinating cross-functional initiatives, and ensuring alignment between the CEO, Executive Strategy Council, the Board of Directors, and the broader organization. The Chief of Staff plays a critical role in translating strategy into execution while maintaining the credit union’s mission, values, and member-focused culture. Perform duties in compliance with regulatory requirements including, but not limited to, the Bank Secrecy Act.

Requirements

Bachelor’s degree in Accounting, Business, Finance, or other related discipline.
Must have and maintain a valid driver’s license.
Must have a clean driving record; an annual MVR may be pulled to ensure compliance.
Extensive experience in organizational management, including at least 8 years overseeing complex business operations, budgetary processes, or integrated administrative functions at an advanced level.
Minimum of 5 years collaborating with executive leadership, external auditors, and regulatory agencies to ensure compliance and uphold organizational standards.
At least 5 years of advanced supervisory experience, leading cross-functional teams or managing staff within a professional environment.
Applies critical thinking and problem-solving skills to make good decisions in a timely manner.
Utilizes systems thinking habits, concepts and tools to develop an understanding of TTCU as an organization and interdependent system.
Proactively takes the initiative to accomplish necessary tasks and seize new opportunities.
Relates well to all kinds of people at all levels, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
Determine tasks, resources and schedules; leverages resources and prioritizes work in order to complete work efficiently.
Understands the culture of TTCU as an organization; knows how to get things done both through formal channels and the informal network.
Is widely trusted; has credibility within their areas of expertise; keeps confidences; doesn’t misrepresent themselves for personal gain.
Demonstrated financial and business acumen
Strategic and innovative thinking with the ability to translate vision into actionable plans
Strong written and verbal communication skills, including proficiency in writing and presentations
High level of organizational skills, with expertise in prioritization and time management
Ability to coordinate internal and external communications on behalf of the CEO, including email management, intranet, and social media posts
Experience supporting and reinforcing organizational culture and leadership expectations
Intermediate knowledge with Microsoft Office Systems (Word, Excel, PowerPoint, SharePoint, and Outlook).
Ability to work independently and collaboratively with all levels of staff and management.
Strong problem solver and decision maker; advanced conflict resolution skills.
Strong attention to detail and the ability to maintain confidential information appropriately and exercise discretion, sensitivity, and tact at all times.
Ability to interact effectively with senior leaders, both independently and on behalf of the CEO.
Ability to effectively learn and support the President & CEO’s leadership style, enabling the CEO to focus on strategic, long-term goals.

Responsibilities

Partner with the CEO to advance strategic initiatives, enterprise priorities, and long-term organizational goals.
Track and monitor the execution of key projects and initiatives, ensuring accountability, timelines, and outcomes providing regular updates the CEO and the senior leadership team.
Monitor progress on strategic plans, key metrics, and board-directed initiatives; identify risks and recommend corrective actions in collaboration with the CEO and the senior leadership team.
Act as a thought partner, and sounding board to the CEO on strategy, operations, organizational effectiveness, and emerging issues. Ensure that the senior leadership team is informed of key issues.
Prepare briefing materials, talking points, and presentations for internal and external meetings, including board meetings.
Support decision-making by conducting research, analysis, and scenario planning.
Coordinate CEO travel arrangements.
Lead the preparation of the Executive department budget and oversee expense reporting.
In collaboration with senior leaders, facilitate collaboration and alignment across departments to break down silos and accelerate results.
Help the CEO prepare for weekly ESC team and one-on-one meetings. Track follow-ups and action items to ensure clarity and accountability.
Assist the CEO in preparing for quarterly ESC planning retreats. Document key takeaways and action items from the meetings.
Coordinate and schedule consistent, productive branch and corporate office visits with staff.
Serve as a liaison between the CEO and senior leaders, staff, board members, and external stakeholders as appropriate.
Help CEO prepare for monthly Board and Committee meetings.
Assist CEO in preparing for bi-annual Board strategic planning retreats. When appropriate, actively participate in discussions. Document key takeaways and action items from the retreats.
Support governance processes and ensure timely execution of Board decisions.
Assist CEO in preparing for external audits and NCUA exams.
Identify opportunities and support efforts to improve processes, communication, and organizational effectiveness.
Lead or support special projects, change initiatives, and enterprise-wide efforts.
Ensure consistent messaging and alignment with the credit union’s mission, values, and culture.
Coordinate internal and external communications on behalf of the CEO, ensuring clarity, consistency, and transparency, including CEO E-mail management, Intranet communications, LinkedIn/social media posts
Assist CEO in reinforcing organizational culture and leadership expectations across the credit union.