Executive Assistant III

C&F Bank•Toano, VA

6d•Onsite

About The Position

The Executive Assistant provides comprehensive administrative, operational, and strategic support to the CEO and executive leadership of the Bank. This role is responsible for managing executive schedules, preparing presentations and reports, coordinating meetings, supporting governance activities (including Board of Directors and Loan Committee meetings), and tracking strategic initiatives. The position acts as a key liaison between executive leadership and internal departments, ensuring effective communication, timely follow-up, and alignment with organizational priorities. The role also supports executive communications, recruiting coordination, and utilizes technology and AI tools to enhance efficiency. As the role progresses there is increased responsibility for independent decision-making, confidentiality, strategic involvement, board governance support, and executive influence.

Requirements

High school diploma required
6+ years supporting senior leadership (preferably C-suite)
Experience supporting board or committee functions strongly preferred
Experience with Board Vantage
Experience managing and coordinating all company and specific Bank events
Experience managing catering, vendors
Strong organizational and time management skills
Calm under fast paced pressure situations
Maintains a calm, professional demeanor
Focuses on solutions rather than conflicts
Excellent written and verbal communication
High attention to detail and accuracy
Ability to manage confidential information
Advanced proficiency in Microsoft Office (Microsoft, Excel, Power Point)
Ability to manage multiple priorities in a fast-paced environment
Strong interpersonal and relationship-building skills
Developing skills; requires guidance
Travel 0-10%

Nice To Haves

Associate’s or Bachelor’s degree in Business, Communications, or related field preferred
Strong independence and prioritization
Advanced judgment, executive presence, and strategic awareness

Responsibilities

Provide direct administrative support to the CEO and executive team, including calendar management, scheduling, travel coordination, and expense processing.
Prioritize and manage competing demands to ensure efficient use of executive time.
Handle confidential and sensitive information with discretion.
Act as a liaison between executive leadership and internal departments or external stakeholders.
Support daily operational needs of the executive office.
Prepare, assemble, and distribute Board of Directors meeting materials, including agendas, reports, presentations, and supporting documentation.
Assist with preparation of Loan (Lending) Committee meeting materials, ensuring accuracy, completeness, and timeliness.
Coordinate logistics for board and committee meetings (scheduling, location/virtual setup, materials distribution).
Maintain official records, including board packets, committee documentation, meeting minutes, and resolutions.
Take meeting minutes and track action items from Board and Loan Committee meetings.
Follow up with department leaders to ensure timely submission of required reports and completion of action items.
Help track and drive progress on strategic initiatives and business goals.
Maintain project trackers, timelines, and status reports.
Monitor and follow up on action items from executive and committee meetings.
Assist with research and preparation of materials supporting strategic decisions.
Prepare presentations, reports, dashboards, and meeting materials using Microsoft Word, Excel, and PowerPoint.
Compile and organize information from multiple departments for executive review.
Ensure materials are accurate, professional, and aligned with Bank standards.
Attend meetings and capture key discussion points, decisions, and action items.
Prepare meeting summaries and distribute follow-ups.
Track and ensure timely completion of assigned action items.
Utilize Microsoft Office and approved AI tools (e.g., Microsoft Copilot) to enhance productivity.
Improve workflows, document preparation, and reporting efficiency.
Maintain compliance with data confidentiality and security policies.
Develop working knowledge of the Bank’s operations, including lending and mortgage functions.
Support activities related to executive priorities.
Perform other duties as assigned to support executive leadership, governance processes, and Bank operations.