Job Description
Description:
The Executive Assistant to the CEO & Management Team at 1st MS Federal Credit Union is a highly organized, discreet, and proactive professional who serves as the CEO’s primary point of contact, manages complex calendars and travel, and acts as the liaison to the Board of Directors. This role is responsible for preparing board materials, scheduling and attending meetings, taking and distributing minutes, and ensuring timely follow-up on action items. The ideal candidate is a strategic partner to senior leadership and an experienced administrator who thrives in a fast-paced, member-focused environment.
Key Responsibilities· Serve as the primary administrative contact for the CEO: manage calendar, prioritize meetings, screen requests, and coordinate internal/external communications.
· Plan, coordinate, and book all CEO travel, conferences, and accommodations; prepare detailed itineraries and handle travel expense reporting.
· Act as the official liaison to the Board of Directors: coordinate board meeting logistics (scheduling, venue/virtual setup, catering,), assist with assembly and distribution of the board packet and supplementary materials in advance of meetings, and maintain board records.
· Attend management meetings, take accurate minutes, draft meeting summaries, and distribute minutes and action items promptly to stakeholders.
· Schedule, organize and support management team meetings, prepare agendas, materials, and follow up on deliverables.
· Maintain confidential files and records, including board materials, executive correspondence, and sensitive HR/operational documents.
· Draft, proofread and distribute correspondence, memos, presentations, and reports on behalf of the CEO and management team.
· Coordinate special projects requests from the CEO and senior leadership (events, executive offsites, strategic initiatives).
· Build and maintain strong relationships with board members, external vendors, and conference/hotel contacts.
· Ensure timely follow-up on action items, track status, and escalate as necessary.
· Maintain and improve administrative systems, processes, and templates to increase executive efficiency.
Requirements:1. 3–5 years’ experience supporting C-level executives (Executive Assistant experience strongly preferred).
2. Prior experience supporting or coordinating with boards of directors preferred.
3. Excellent minute-taking skills and proven ability to produce clear, accurate meeting minutes and action item trackers.
4. Strong calendar and travel management experience (including complex itineraries and international travel).
5. Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with virtual meeting platforms (Zoom/Teams).
6. Strong written and verbal communication skills; excellent attention to detail.
7. Ability to handle confidential and sensitive information with discretion and professionalism.
8. Exceptional organizational, time-management, and problem-solving skills; able to juggle competing priorities.
9. Flexibility to work occasional early/late hours to accommodate board meetings or the CEO’s travel schedule.
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