Executive Assistant

ALERO FINANCIAL CREDIT UNION•Elgin, IL

15h

About The Position

Provide confidential and professional administrative support for the President/CEO, and senior leadership team that includes a wide range of administrative duties. Interface with other executives in the credit union, with board directors, with members, visitors, and vendors to the credit union. Prepare reports, correspondence, manuals, spreadsheets, and all other communications utilizing a broad range of computer applications. Duties must be accomplished in compliance with federal and state laws and in accordance with the credit union’s policies and procedures and with constant attention to Alero Financial’s creed, vision, mission, and goals.

Requirements

Minimum of 5 years of executive-level administrative or related experience, preferably supporting C-suite leadership
Exceptional organizational, time management, and problem-solving skills
Strong written and verbal communication skills with attention to detail
High level of discretion, professionalism, and emotional intelligence
Ability to manage multiple priorities in a fast-paced, dynamic environment
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat

Nice To Haves

Experience working with boards of directors and governance processes preferred
Experience with board portals and enterprise systems preferred
Proactively embraces new systems, technology, and digital innovation, continuously seeking opportunities to enhance efficiency, streamline processes, and elevate organizational effectiveness

Responsibilities

Manage complex calendars for the President/CEO and senior leadership, ensuring alignment with strategic priorities
Coordinate meetings, travel, and executive engagements with a high level of accuracy and efficiency
Anticipate needs, proactively remove obstacles, and ensure the CEO is prepared for all meetings and commitments
Serve as a gatekeeper and facilitator to optimize the President/CEO’s time and effectiveness
Provide concierge-level support to executives, board members, and visitors, ensuring a seamless and professional experience
Proactively identify and recommend improvements to processes across the organization, independently resolving matters with confidence while operating with the trust and support of the President/CEO and executive leadership
Prepare and distribute board and committee materials, including agendas, reports, and presentations
Capture accurate, concise, and actionable meeting minutes, ensuring clarity of decisions and accountability
Track board and executive action items and ensure timely follow-through
Maintain and manage the board portal (e.g., BoardEffect) and governance records
Coordinate board member onboarding, training, and required registrations
Manage regulatory filings and communications related to board governance (e.g., IDFPR updates)
Prepare and maintain board resolutions and official documentation
Serve as the functional Corporate Secretary, ensuring the integrity and accuracy of official records, governance documentation, and institutional authorizations
Maintain and update authorized signer designations across key financial, regulatory, and operational platforms, including Alloya, Federal Reserve accounts, NCUA, and IDFPR
Coordinate and document changes to executive authority, signers, and access rights in alignment with board approvals and internal controls
Prepare, track, and distribute certified resolutions and documentation required for banking relationships, regulatory agencies, and third-party vendors
Act as liaison with external partners and regulators to ensure timely and accurate execution of documentation, certifications, and updates
Maintain a centralized, auditable record of all authorized signers, access levels, and related governance approvals
Ensure compliance with internal policies and regulatory expectations regarding dual control, segregation of duties, and authority governance
Support audits and examinations by providing accurate documentation of signers, resolutions, and governance records
Draft, edit, and distribute executive-level communications, reports, and correspondence
Ensure messaging is clear, accurate, and aligned with organizational tone and brand
Evaluate incoming communications, prioritize responses, and route appropriately
Keep the President/CEO informed of key issues, concerns, and follow-up needs
Support internal communication efforts, including leadership updates and organizational messaging
Coordinate cross-functional initiatives on behalf of the President/CEO
Track progress on key strategic priorities and follow up with stakeholders to ensure execution
Conduct research and prepare reports, summaries, and presentations to support decision-making
Assist in the development and compilation of strategic planning materials and organizational reports
Chair and lead the Employee Engagement Committee, planning and coordinating initiatives that foster a positive and connected workplace culture
Plan and support employee events, celebrations, and recognition activities
Organize and facilitate the company book club, including materials, communications, and meeting coordination
Contribute to initiatives that enhance employee experience and organizational engagement
Prepare, process, and distribute a variety of documents, reports, and materials with a high degree of accuracy
Manage and maintain governance and historical records, including archived documents
Coordinate logistics for meetings, training sessions, conferences, and organizational events
Assist with expense reporting for executives and board members
Support internal platforms such as the intranet and governance pages
Manage travel arrangements for executives, board members, and staff as needed
Perform other duties as assigned