Executive Operations Specialist

Liberty Bank • Middletown, CT

4d • Onsite

About The Position

The Executive Operations Specialist provides high-impact support to the Head of Retail Lending and their direct reports, combining executive administrative excellence with business operations. The role coordinates leadership rhythms and team enablement, delivers dedicated support for the sales organization (including sales meetings and COI/partner events), supports vendor onboarding workflows, assists with light risk tasks, and provides loan processing support as needed. Success requires exceptional organization, proactive communication, discretion, and the ability to maintain a service mindset in a fast-moving customer-focused environment.

Requirements

• Bachelor’s degree in Business Administration or other similar degree or equivalent work experience
• 5–8+ years in administrative / executive support, or business operations roles; at least 2+ years supporting leaders and/or leadership teams.
• Strong experience planning meetings/events and managing logistics and budgets.
• Comfort supporting risk/compliance tasks and routing; excellent follow-up and documentation discipline.
• Ability to coordinate (not necessarily owning) vendor onboarding workflows and cross-functional approvals.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint; Planner/Lists a plus).
• Exceptional written and verbal communication; sound judgment and confidentiality.
• Highly organized, detail-oriented, and able to manage multiple priorities with minimal oversight.

Responsibilities

• Provide comprehensive administrative support to the Head of Retail Lending and their direct reports, including complex calendar management, scheduling, meeting prep, and inbox prioritization.
• Coordinate team meetings, draft and distribute communications, meeting agendas, and follow-ups; maintain shared files and channels in Teams/SharePoint.
• Coordinate travel, expenses, approvals, and signature workflows; maintain team distribution lists and org resources.
• Plan and execute team meetings, town halls, offsites, and leadership cadences (logistics, venues, agendas, materials, etc.). Coordinate cross-functional presenters and stakeholders; ensure pre-reads and content are delivered on time.
• Track action items across leadership; ensure robust prep and materials readiness for key meetings.
• Provide technical or logistical support for teammates, including inputting and monitoring IT requests ServiceNow.
• Lead the onboarding process, ensuring new teammates are set up for success.
• Create a OneBank approach by cultivating and maintaining relationships across the organization.
• Coordinate sales meetings: agendas, attendance, notes, and action tracking.
• Plan and execute COI and referral partner events and field marketing activities (realtors, builders, attorneys, CPAs, community partners): invitations, venues, materials, budgets, and post‑event follow‑up.
• Support sales enablement: compile sales collateral, success stories, and activity calendars; partner with Marketing on content and brand compliance.
• Manage speaker/presenter coordination, ensure timely pre‑reads and content deadlines.
• Track event metrics (attendance, leads, follow‑ups) and maintain a simple sales activity & COI tracker.
• Support end-to-end vendor onboarding workflows: intake, checklist coordination, document collection, and routing to Procurement, Legal, Compliance, and InfoSec.
• Maintain and track vendor items including contracts, renewals, and meeting schedules.
• Serve as a day-to-day coordination point for routine vendor communications; track deliverables and due dates.
• Assist with document imaging/scanning, indexing, and quality checks within the loan origination system.
• Support process improvements and standard operating procedures; help implement templates, checklists, and simple trackers.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive