Executive Administrative Assistant

Dupaco Community Credit Union•Dubuque, IA

11h

About The Position

The Executive Administrative Assistant serves as a trusted partner to senior leadership and the Board of Directors, providing high-level administrative and operational support that drives organizational success. This role ensures the seamless coordination of executive priorities, strategic initiatives, and board activities, enabling leadership to focus on advancing Dupaco's mission and delivering exceptional service to members. Through proactive support, effective communication, and exceptional attention to detail, the Executive Administrative Assistant helps strengthen organizational effectiveness while fostering a culture of collaboration, trust, and service.

Requirements

3–5+ years of experience providing administrative support to senior leaders or executives
Highly organized and resourceful, with exceptional time management and prioritization skills.
Proven ability to manage multiple projects, maintain strict confidentiality, and deliver accurate, detail-oriented work in a fast-paced, team-oriented environment
Excellent interpersonal, verbal, and written communication skills required, with the ability to professionally represent the Credit Union and effectively interact with members, vendors, and employees at all levels
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), including the ability to quickly learn and apply in-house software applications while effectively managing and navigating multiple operational systems

Responsibilities

Manage and proactively prioritize executive calendars to align with strategic priorities, leadership commitments, and organizational rhythms (e.g., SLT, SGT, board cycles)
Coordinate executive and Board meetings, travel, and related logistics including room setup, audio/visual arrangements, meeting materials, catering, and other support services as needed to ensure a professional and seamless experience
Anticipate scheduling conflicts and proactively resolve competing priorities
Track deliverables, deadlines, and progress across executive activities and initiatives to ensure alignment and accountability
Proactively anticipate executive needs and take appropriate action to support leadership effectiveness, organizational priorities, and successful execution of key initiatives
Serve as a primary administrative point of contact for Board members, ensuring timely, professional, and responsive communication
Coordinate Board member travel arrangements, including transportation, lodging, and itineraries
Manage conference registrations, logistics, and related documentation for Board participation in external events
Coordinate and distribute invitations to Board members for events and activities
Respond to or route Board inquiries appropriately, ensuring follow-through and resolution
Support a seamless and positive Board experience through proactive coordination, attention to detail, and high service standards
Process executive and Board expense reports, invoices, and reimbursements accurately and in a timely manner
Track and reconcile executive or departmental expenses, ensuring compliance with policies
Coordinate procurement and management of office supplies and administrative resources
Sort, review, and distribute incoming mail and deliveries; prioritize and route items as appropriate
Coordinate the purchase and distribution of Life Event gifts and cards
Maintain secure and confidential corporate records and regulatory correspondence, including communications from the NCUA, state regulatory agencies, real estate documentation, Board records, and other official organizational files, ensuring records are maintained in an organized, secure, and readily accessible manner
Provide general administrative support to ensure smooth day-to-day office operations
Manage memberships and subscriptions (e.g., professional organizations, learning platforms, club memberships) for executives and Board members, including renewals, access, and coordination of related benefits
Serve as a primary point of contact between executives, internal teams, and external partners
Draft, edit, and manage professional communications, presentations, and reports with a focus on clarity and accuracy
Ensure consistent, timely communication flow across leadership and key stakeholders
Handle sensitive organizational and personnel information with the highest level of discretion
Work independently with minimal direction while exercising sound judgment in managing priorities, communications, and administrative activities
Identify opportunities to improve administrative workflows, meeting effectiveness, and communication processes
Implement tools and practices that enhance organization, efficiency, and consistency across executive support activities, including senior leadership team meetings
Perform other duties as assigned.