Executive Administrator

ORGANIZATION DESCRIPTION

First Capital Federal Credit Union is a full-service financial institution dedicated to improving the financial well-being of our members and strengthening the communities we serve.

Our mission is simple: the financial well-being of our members and dedication to our community come FIRST.

GENERAL SUMMARY

The Executive Administrator provides professional, confidential, and highly organized administrative support to the President/CEO and senior leadership team and serves as a liaison to the Board of Directors. As a trusted partner to the President/CEO, this position supports executive operations, Board governance, internal communications, credit union events, and special projects while helping coordinate executive priorities and ensuring the efficient operation of the Office of the President/CEO and Board activities.

The Executive Administrator exercises sound judgment, maintains strict confidentiality, manages multiple priorities, and contributes to an efficient and positive workplace culture while supporting the Credit Union's mission, vision, and You First Core Values.

ESSENTIAL FUNCTIONS

Executive Support

1.Provides administrative support to the President/CEO and designated members of the senior leadership team.

2.Serves as a primary point of contact for the President/CEO by screening requests, managing priorities, and ensuring appropriate follow-up.

3.Supports the President/CEO and senior leadership team by coordinating executive priorities, facilitating communication and follow-up, and helping ensure the effective execution of organizational goals and strategic initiatives.

4.Coordinates and maintains executive calendars, appointments, meetings, business travel, and schedules.

5.Prepares correspondence, reports, presentations, meeting materials, and other business documents.

6.Screens, prioritizes, and responds to or routes incoming communications and correspondence as appropriate, ensuring timely follow-up.

7.Conducts research and compiles information, data, and reports to support executive decision-making and organizational initiatives.

8.Records, prepares, distributes, and maintains meeting minutes for management meetings, ensuring they are accurately organized within the Credit Union's intranet system.

9.Coordinates travel arrangements, conference registrations, lodging, transportation, and itineraries for executive staff.

10.Updates and manages policy changes and related documentation for senior management and Board of Directors. 

11.Handles highly confidential personnel, financial, governance, and organizational information with discretion and sound judgment.

12.Anticipates executive needs and proactively coordinates resources to ensure efficient operations and effective use of executive time.

13.Exercises independent judgment in resolving routine administrative matters and determining when issues should be escalated to the President/CEO or other members of senior leadership.

Board Administration

14.Serves as administrator for the Board portal and maintains Board-related records and documentation.

15.Coordinates Board of Directors and committee meetings, including scheduling, meeting logistics, agenda preparation, and distribution of materials.

16.Assists with the maintenance, distribution, and archiving of Board governance documents, policies, and related materials.

Administrative Operations

17.Coordinates conference room schedules, organizational calendars, and company vehicle reservations.

18.Maintains office supply inventory and coordinates purchasing and vendor orders as necessary.

19.Coordinates incoming and outgoing executive correspondence, mail distribution, and document processing.

20.Maintains electronic and physical records in accordance with Credit Union policies and procedures.

21.Supports policy administration by coordinating updates, distribution, and record retention.

22.Coordinates the planning and production of the monthly You First Rally. 

Employee and Organizational Support

23.Assists with internal communications, employee engagement activities, and organizational announcements.

24.Coordinates employee recognition programs and organizational events, including service awards, Credit Union events, team meetings, celebrations, training events, and community activities.

25.Supports Human Resources and Training initiatives through scheduling, logistics coordination, and report preparation.

26.Coordinates visits from vendors, consultants, auditors, and guests.

27.Administers the Credit Union's corporate apparel program, including employee ordering, communication, and coordination with the apparel provider. 

28.Maintains the Credit Union's Vendor Management Program, including coordinating vendor documentation, tracking due dates, maintaining records, and supporting compliance with vendor management requirements.

Project and Administrative Support

1.Assists with special projects, strategic initiatives, and administrative assignments as directed by the President/CEO and leadership team.

2.Tracks action items, assignments, deadlines, and follow-up activities resulting from executive leadership, regulatory examinations, Board meetings, and strategic initiatives.

3.Identifies opportunities to improve administrative processes and operational efficiency.

4.Represents and supports the Credit Union at community events, volunteer activities, educational programs, and other functions as assigned, helping to strengthen relationships within the communities we serve.

5.Performs other related duties as assigned.

NOTE: This list of essential functions is not intended to be all-inclusive and may be modified as business needs require.

KNOWLEDGE, SKILLS, AND ABILITIES

1.Strong organizational, planning, and time-management skills with the ability to manage multiple priorities simultaneously.

2.Excellent written, verbal, and interpersonal communication skills.

3.Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information.

4.Strong attention to detail and commitment to accuracy.

5.Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.

6.Ability to work independently, exercise sound judgment, and anticipate administrative needs.

7.Ability to establish and maintain effective working relationships with Board members, employees, members, vendors, and community partners.

8.Strong customer service orientation and professional demeanor.

9.Demonstrated ability to exercise initiative, anticipate needs, and effectively manage competing priorities with minimal supervision.

Education and Experience

1.High school diploma or equivalent required.

2.Associate degree in Business Administration, Office Administration, or related field preferred.

3.Three to five years of progressively responsible administrative, executive support, office management, or related experience required.

4.Experience supporting executive leadership and/or boards of directors preferred.

5.Experience in a financial institution, credit union, banking, or professional services environment preferred.

Other Requirements

1.Must be bondable.

2.Valid driver's license required.

Working Conditions

1.Work is performed in a professional office environment.

2.Requires sitting, standing, walking, bending, reaching, and occasional lifting of office materials and supplies.

3.Occasional local travel may be required for meetings, training, or organizational events.

Disclaimer

The information contained in this job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. Management reserves the right to modify or assign other duties as necessary.