Executive Assistant

Medallion Bank • Cottonwood Heights, UT

21d

About The Position

The Executive Assistant (EA) provides high-level administrative support to the CEO and senior leadership team. This role requires strong organizational skills, discretion, and the ability to manage a wide range of responsibilities, including investor relations support, board of directors coordination, and day-to-day operational tasks. The EA will serve as a key point of contact for internal and external stakeholders, ensuring smooth communication and efficient operations.

Requirements

• Strong written and verbal communication skills; professional presence with board members and investors.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with virtual meeting platforms.
• Ability to manage multiple priorities under pressure and meet strict deadlines.
• Demonstrated discretion, integrity, and attention to detail.

Nice To Haves

• Bachelor’s degree preferred; equivalent experience accepted.
• 5+ years of experience as an executive assistant, ideally within a financial services, corporate, or publicly traded environment.

Responsibilities

• Manage calendars for senior leadership, including adjusting calendars to address urgent requests and managing incoming requests; proactively protect executive focus time by declining, rescheduling, or consolidating meetings as appropriate; ensure all scheduled meetings have a clear purpose prior to being confirmed; and build in adequate transition time between commitments.
• Coordinate with direct reports and cross-functional teams to track key deliverables and deadlines, escalating issues and delays as needed; support planning and logistics for leadership team off-sites and recurring reporting cycles.
• Prepare and organize materials for leadership, formal committee and strategic planning meetings.
• Handle expense management and reimbursement requests from senior leadership.
• Triage executive email inboxes, surfacing high-priority items requiring immediate attention and flagging time-sensitive requests; manage outgoing communications timelines to ensure all commitments and responses are met.
• Make travel arrangements in an expeditious, accurate and cost-effective manner. Ensure complete itineraries, including transportation and lodging logistics, meetings, social and special events, and meals.
• Draft correspondence, reports, and communications on behalf of executives.
• Coordinate logistics for board meetings, including scheduling, agenda preparation, and distribution of materials.
• Coordinate management communication schedules and activities with key stakeholders, including directors of the Bank’s and parent company’s boards.
• Own Bank-wide ABA training schedules and assignments, including regular tracking and follow-up.
• Oversee office administration tasks, including scheduling, records storage and filing, assigned vendor management, supply management, visitor handling, etc.
• Serve as liaison between the executive team and employees, to the extent required and without negatively affecting our open-door policy, ensuring effective information flow. Proactively monitor key stakeholder relationships and alert leadership when touchpoints or follow-ups are overdue.
• Handle sensitive requests, company confidential information and stakeholder information with discretion; act as a trusted representative of senior leadership.
• Perform other duties as assigned

Benefits

• Comprehensive benefits including medical, dental, vision, disability, and life insurance
• 401K with a company match
• PTO including 11 federal paid holidays off, vacation time and sick time
• Financial Wellness Program
• Volunteer Opportunities
• Awesome company culture and co-workers who love to work here!
• Work Life Balance
• Company Wide Open Door Policy

What This Job Offers

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