Executive Administrative Assistant, Board Committees

Gulf Winds Credit Union • Pensacola, FL

5d

About The Position

The Executive Administrative Assistant, Board Committees provides high level administrative and governance support with a primary focus on the planning, prioritization, and independent coordination of monthly and quarterly Board Committee meetings. Serving as the central point of governance decision making for committee operations, the role establishes and enforces committee calendars, materials standards, and distribution protocols, ensuring meetings are well organized, materials are accurate and timely, and governance processes are executed with precision, professionalism, and discretion.

Reporting directly to the Chief People & Culture Officer, the position acts as a key liaison among Board Committee members, committee chairs, executives, and internal stakeholders, exercising discretion to shape agendas, determine sequencing of materials, and identify/resolve issues or risks. While Board Committee governance is the primary responsibility, the role also provides ongoing administrative support to up to six Chief level executives, making informed prioritization decisions, controlling access, and independently resolving complex scheduling and communication conflicts in a fast-paced environment.

The role collaborates closely with the Executive Administrative Assistant to the CEO to align governance practices, recommend process improvements, and implement policy level updates that enhance confidentiality, efficiency, and compliance across executive and governance operations. Within approved parameters, the position selects tools/vendors, manages the board portal workflows, and recommends changes to procedures.

Requirements

• Experience 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, or Board/Committee Coordinator, preferably in a corporate environment with significant board or governance support
• (1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program.
• Work involves extensive personal contact with others and is of a personal or sensitive nature. Motivating, influencing, and/or training others is key at this level. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others.

Responsibilities

• Board Committee Governance Ownership - Serve as the primary administrative owner of Board Committee governance operations by planning, prioritizing, and executing monthly and quarterly committee meetings, exercising sound judgment to ensure effective governance, compliance, and leadership readiness.
• Agenda, Materials, and Records Authority - Exercise independent judgment in partnering with committee chairs, executives, and stakeholders to develop and finalize agendas; determine completeness and readiness of materials; approve timing and sequencing of content; and maintain official committee records, minutes, and documentation in accordance with governance and retention requirements.
• Meeting Lifecycle Management and Issue Resolution - Independently manage the full lifecycle of Board Committee meetingsu2014including scheduling, logistics, technology coordination, and materials distribution, making real time decisions to resolve conflicts, address risks, and adjust plans to ensure meeting effectiveness and continuity.
• Executive Administrative Support and Prioritization - Provide high level administrative support to a portfolio of up to six Chief level executives, independently prioritizing competing demands, managing access and communications, and making informed decisions to protect executive time and organizational priorities.
• Governance Liaison and Advisory Judgment - Act as the central liaison among Board Committee members, executives, and internal partners, exercising discretion to prioritize communications, interpret governance requirements, identify gaps or risks, and escalate issues or recommendations to appropriate leadership.
• Process Improvement, Tool Selection, and Collaboration - Collaborate with the Executive Administrative Assistant to the CEO and executive leadership to evaluate and recommend improvements to governance and executive support processes, including the use of digital tools, workflows, and procedures, and support special projects requiring judgment, discretion, and minimal supervision.
• Other Duties as Assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree