Executive Administrative Assistant (Hybrid in Syracuse, NY)

Empower FCU•Syracuse, NY

21h•Hybrid

About The Position

The Executive Administrative Assistant (EA) serves as a key partner to the Senior Leadership Team, Board of Directors, and Committee Members. This role is responsible for high-level administrative support and coordination to ensure seamless execution of organizational initiatives. The EA must anticipate needs, ensure effective time and calendar management, provide administrative and logistical support for Board and governance-related activities, and contribute to the overall efficiency and effectiveness of Executive operations. This individual is expected to exercise discretion, diplomacy, and sound judgment while working in a dynamic, fast-paced environment. This is a hybrid role based in Syracuse, NY, requiring up to 10 on-site days per month, with potential for additional in-office time as needed.

Requirements

5 to 8 years of experience in an executive support role, ideally supporting C-suite leaders, board members, or senior executives in a fast-paced, high-confidentiality environment.
Experience should demonstrate strong judgment, exceptional organizational skills, and the ability to manage complex priorities with discretion.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and Adobe Acrobat Pro.
Exceptional written and verbal communication skills.
Strong organizational skills, with a keen attention to detail.
Ability to prioritize tasks, meet deadlines, and manage multiple assignments simultaneously.
Accurate transcription and note-taking skills for recording meeting minutes.

Nice To Haves

A bachelor's degree is preferred.
In lieu of a degree, formal certifications in executive administration, office management, or business administration that are recognized in the industry may be considered equivalent.
Candidates with equivalent formal certifications or professional experience in executive administration, office management, business operations, project coordination, corporate governance support, or related fields are also encouraged to apply.
Experience with expense reporting systems is a plus.

Responsibilities

Provide comprehensive administrative support to the Senior Leadership Team, Board of Directors, and Committees.
Manage complex calendars, schedule appointments, and coordinate logistics.
Draft, edit, and proofread correspondence, reports, presentations, and other documentation.
Prepare Excel-based reports and PowerPoint presentations as needed.
Handle incoming and outgoing communications and respond on behalf of Executives when appropriate.
Keep Executives informed of organizational matters requiring their attention.
Serve as a liaison between Executives and internal/external stakeholders.
Arrange travel, accommodations, and itineraries; reconcile expenses in a timely manner.
Prepare meeting materials, take accurate meeting minutes, and ensure progress on business initiatives.
Serve as backup to other Executive Assistants during absences or high-volume periods.
Contribute to departmental goals by supporting cross-functional initiatives and projects.
Provide ad hoc administrative support as needed.
Organize and execute Executive-level meetings, including scheduling, booking meeting spaces, coordinating catering, and preparing agendas.
Take meeting minutes, track follow-up items, and ensure accountability for deliverables.
Provide support for in-person and virtual meetings to ensure professional and efficient execution.
Assist with special events hosted by the Senior Leadership Team and/or Board of Directors.
Collaborate with the Marketing Department and other stakeholders to coordinate event logistics, vendor management, budgeting, and execution.
Ensure all events align with organizational standards and goals.
Maintain corporate records, Executive files, and confidential documents in accordance with regulatory requirements and department operations.
Ensure timely retrieval of documents and accurate recordkeeping.
Perform all other duties as assigned.