Executive Assistant - Northshore

Ornl Federal Credit Union - Knoxville, TN

Full-time - Mid Level

Onsite - Knoxville, TN

Credit Intermediation and Related Activities

About the position

The Executive Assistant at Northshore ORNL Federal Credit Union will play a crucial role in providing professional and confidential administrative support to the Board of Directors, CEO, and Executive Staff. This position is essential for ensuring the smooth coordination and completion of various duties that support the executive administration of the Credit Union. The Executive Assistant will be responsible for preparing board and committee meeting packets, which includes creating agendas, compiling board minutes, and editing documentation to ensure formatting and accuracy. Additionally, the role involves managing the calendars of board members and executives, which includes scheduling meetings, prioritizing tasks, and coordinating with staff and employees for various engagements such as conferences and site visits. In this role, the Executive Assistant will also handle travel logistics for board members and executives, which encompasses booking flights, hotels, and arranging transportation, as well as preparing detailed itineraries. The position requires compiling and preparing reports, presentations, and documentation for strategic planning and board meetings as assigned. The Executive Assistant will be responsible for organizing and maintaining strategic documents, data, policies, and procedures to ensure easy retrieval. Furthermore, tracking and reconciling expenses, managing receipts, and ensuring compliance with organizational policies are key responsibilities. The role also includes maintaining inventory lists, processing supply orders, and managing orders within budget constraints. The Executive Assistant will coordinate meetings, including logistics such as scheduling, venue arrangements, and food ordering, while also performing other job-related duties as required.

Responsibilities

• Prepares board and committee meeting packets, including agendas and board minutes.
• Manages board and/or executive calendars, scheduling meetings and coordinating with staff.
• Handles travel logistics for board and/or executives, including booking flights and hotels.
• Compiles and prepares reports and presentations for strategic planning and board meetings.
• Organizes and maintains strategic documents and information for easy retrieval.
• Tracks and reconciles expenses, manages receipts, and inputs expense reimbursements.
• Maintains inventory list and processes supply orders within budget.
• Coordinates meetings, including scheduling and logistics.
• Performs other job-related duties as required.

Requirements

• Three to five years of experience in office administration, preferably supporting senior executives.
• Bachelor's degree in a business field or equivalent combination of experience and education.
• Proficiency in Microsoft 365, Google Workspace, Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Ability to adapt to and learn new technologies and systems.
• Excellent organizational, time management, and multi-tasking skills.
• Strong written and verbal communication skills, with excellent grammar and proofreading abilities.
• Basic budgeting and project management skills are preferred.
• Ability to maintain confidentiality and complete tasks professionally.

Nice-to-haves

• Experience managing a Board portal or similar technology.
• Service-oriented mindset and flexibility in tasks.