Executive Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent.
• A minimum of 3-5 years of progressively responsible administrative experience, including direct support to senior or executive-level leaders.

Nice To Haves

• Bachelor’s degree preferred.
• Demonstrated experience managing complex calendars and scheduling across multiple stakeholders.
• Demonstrated experience preparing meeting materials and taking/distributing minutes.
• Proven ability to handle confidential information with discretion.
• Experience supporting C-suite executives, a Board of Directors, or senior leaders.
• Prior experience working at a cooperative, financial institution, or in higher education.
• Experience serving as a Board liaison, including preparing board books/packets and working with board portal.
• Demonstrated experience planning and managing projects and events.
• Exceptional communication skills, including drafting and editing emails, memos, and presentations on behalf of senior leaders.
• Strong relationship building skills with the ability to interact effectively and diplomatically with staff, members, partners, and Board members.
• Proven ability to prioritize and manage multiple deadlines in a fast-paced, highly visible environment.
• High level of professionalism, sound judgment, and discretion when handling sensitive and confidential information.
• Ability to move meeting materials, packages, and event supplies weighing up to 20 pounds.

Responsibilities

• Serve as primary point of contact and gatekeeper for the President & CEO, managing calendars, priorities and daily workflow.
• Plan, schedule, and manage calendars for all senior team leaders, including scheduling meetings, resolving conflicts, and ensuring appropriate prioritization.
• Prepare senior team members for meetings by coordinating agenda, briefings, background materials, and meeting logistics (meeting spaces, AV/IT, food and beverages, etc.).
• Draft, proofread, and edit correspondence, presentations, and other documents on behalf of the President & CEO and senior leadership.
• Plan and manage all aspects of Board of Directors meetings, including collection and preparation of materials, loading all documents onto the board portal, and preparation of accurate, timely minutes.
• Attend all Board and Committee meetings, including advance preparation with committee chairs on agendas and material submissions.
• Prepare, maintain, and distribute all Board and Committee minutes, ensuring appropriate approvals and secure recordkeeping.
• Act as direct liaison with Board and Supervisory Committee members, serving as the administrator and subject matter expert for the board portal and related tools.
• Plan and organize the annual meeting and election, as well as the annual employee meeting.
• Assist senior team leaders with planning and executing conferences, events, and webinars, including registration, hotel accommodations, travel arrangements, and on-site support as needed.
• Coordinate internal meetings, retreats, and staff events that help support and reinforce Harvard FCU’s culture and values.
• Track and follow up on action items from key meetings to ensure timely completion and communication of outcomes.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with collaboration platforms such as Teams, Zoom, SharePoint, and OneDrive
• Experience managing virtual meetings and supporting meeting technology
• Experience with board governance software (e.g., OnBoard, Diligent, BoardEffect)
• Ability to learn and effectively utilize new technologies and business applications
• Reconcile and submit monthly credit card invoices to Accounts Payable, ensuring all expenses have proper receipts and comply with company policy.
• Maintain organized electronic and physical filing systems for executive and Board materials, ensuring confidentiality and ease of retrieval.
• Support the smooth operation of the executive office by anticipating needs, identifying process improvements, and implementing practical solutions.
• Act as back up to the Office Manager in their absence: which may include overseeing office supplies, facilities requests, visitor management, and general office coordination.
• Champion Harvard FCU’s culture by modeling our values in daily interactions with staff, members, partners, and Board members.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and judgment.
• Build and maintain positive relationships with internal and external stakeholders, ensuring all interactions reflect Harvard FCU’s commitment to service and inclusion.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks