Position Title: Executive Administrator, Office of the CEO

FLSA Status: Exempt

Department: Executive Administration

EEO Code: Professional

Reports To: President/CEO

Grade: 10

Summary:

The Executive Administrator serves as a trusted advisor and strategic partner to the Chief Executive Officer (CEO) and Executive Leadership Team. This role is instrumental in supporting the execution of the credit union’s strategic priorities, enhancing organizational effectiveness, and fostering cross-functional collaboration across all departments. The Executive Administrator will support enterprise initiatives, streamline executive operations, and ensure alignment with the credit union’s mission, vision, and strategic objectives. The ideal candidate is a proactive, highly organized leader who can navigate complex issues, influence outcomes, and manage projects that advance the overall success of the organization and its members.

Essential Functions:

• Partner with the CEO to define, prioritize, and implement strategic initiatives that align with the credit union’s mission, values, and long-term goals. Ensure all projects are executed on schedule and deliver measurable results across business units.
• Serve as a strategic liaison between the CEO, Executive Leadership Team, and department heads. Provide data-driven insights and recommendations that inform decision-making and enhance organizational performance.
• Lead or support cross-functional projects, ensuring collaboration between business lines, adherence to timelines, and effective use of resources. Identify and remove barriers to success, escalating issues when necessary.
• Collaborate with the CEO to prepare agendas, reports, and presentations for the Board of Directors and Committees and take meeting minutes when necessary. Ensure materials are accurate, timely, and aligned with governance and regulatory expectations.
• Plan, coordinate, and execute organization-wide events such as annual meetings, board planning sessions, leadership retreats, and other key corporate functions, ensuring seamless logistics and a high level of professionalism.
• Develop and maintain tools to track progress toward strategic objectives and KPIs. Provide regular updates and analysis to the CEO and Executive Team to support accountability and informed decision-making.
• Draft and refine communications, speeches, presentations, and talking points for the CEO. Represent the CEO in meetings and working groups when appropriate, ensuring alignment of messaging and priorities.
• Assess operational workflows across departments to identify efficiency gaps. Recommend and implement improvements that enhance communication, collaboration, and organizational effectiveness.
• Partner with HR and senior leaders to strengthen culture, leadership development, and employee engagement initiatives. Help drive alignment between strategy, values, and day-to-day behaviors across the organization.
• Collaborate with Risk, Compliance, and Audit functions to ensure enterprise initiatives adhere to governance, regulatory, and policy standards. Support the CEO in maintaining a strong risk-aware culture.
• Responsible for predictable and reliable attendance.
• All other duties as assigned.

Qualifications:

Education:

· Bachelor’s degree in business or related field required. Master’s degree (MBA or MPA) preferred

Experience:

· Minimum 8 years of experience working as an executive assistant working with C-Suite executives required. Experience in an administrative assistant, personal assistant or executive assistant role supporting a CEO or President level executive preferred.

· Minimum 2 years of experience in business law, business insurance products and experiencing reading and evaluating legal documents preferred.

Skills:

· Handle all information/documents in a confidential and secure manner. Be aware of surroundings when working with files and when speaking with employees or members, both in person or over the phone, when discussing or gathering personal and confidential information.

· Ability to exercise discretion and independent judgement when completing tasks.

· Good organizational, communication, and business writing skills that exhibit professionalism and the ability to deal effectively with internal and external contacts is a must.

· Conscientious, comfortable with detail, and the ability to be multi-tasked to coordinate and prioritize the workday efficiently. Comfortable working under pressure, self-motivated and able to work in a team environment.

· Friendly, outgoing, and creative. Comfortable working both face-to-face and on thetelephone with people.

· Ability to understand and monitor compliance functions and responsibilities assigned within a high-level executive team environment and within a credit union, and the ability to stay current in the changing environment of compliance.

· Ability to work cooperatively with others to identify, recommend and implement opportunities for increased efficiency.

Physical Requirements:

· Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 25 lbs.

Work Environment:

· Professional banking environment.

· Must be able to routinely perform work indoors in a climate-controlled shared work area.

BSA/Risk: Employees will ensure adherence to BSA (Bank Secrecy Act) and risk compliance standards in all job responsibilities, maintaining the organization's regulatory integrity and mitigating potential risks.

Equal Opportunity Employer: Heritage Family Credit Union is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.