Executive Administrative Assistant

Executive Administrative AssistantThe Executive Administrative Assistant serves as a trusted partner to senior leadership and the Board of Directors, providing high-level administrative and operational support that drives organizational success. This role ensures the seamless coordination of executive priorities, strategic initiatives, and board activities, enabling leadership to focus on advancing Dupaco's mission and delivering exceptional service to members. Through proactive support, effective communication, and exceptional attention to detail, the Executive Administrative Assistant helps strengthen organizational effectiveness while fostering a culture of collaboration, trust, and service.Dupaco Values: Demonstrates Dupaco Values: Rooted In Trust, Empathetic Understanding, Strengthening Relationships, Advocate for All and Invest in YouWhat you'll be doing:Executive & Leadership SupportManage and proactively prioritize executive calendars to align with strategic priorities, leadership commitments, and organizational rhythms (e.g., SLT, SGT, board cycles)Coordinate executive and Board meetings, travel, and related logistics including room setup, audio/visual arrangements, meeting materials, catering, and other support services as needed to ensure a professional and seamless experienceAnticipate scheduling conflicts and proactively resolve competing prioritiesTrack deliverables, deadlines, and progress across executive activities and initiatives to ensure alignment and accountabilityProactively anticipate executive needs and take appropriate action to support leadership effectiveness, organizational priorities, and successful execution of key initiativesBoard of Directors SupportServe as a primary administrative point of contact for Board members, ensuring timely, professional, and responsive communicationCoordinate Board member travel arrangements, including transportation, lodging, and itinerariesManage conference registrations, logistics, and related documentation for Board participation in external eventsCoordinate and distribute invitations to Board members for events and activitiesRespond to or route Board inquiries appropriately, ensuring follow-through and resolutionSupport a seamless and positive Board experience through proactive coordination, attention to detail, and high service standardsAdministrative Operations & Office SupportProcess executive and Board expense reports, invoices, and reimbursements accurately and in a timely mannerTrack and reconcile executive or departmental expenses, ensuring compliance with policiesCoordinate procurement and management of office supplies and administrative resourcesSort, review, and distribute incoming mail and deliveries; prioritize and route items as appropriateCoordinate the purchase and distribution of Life Event gifts and cardsMaintain secure and confidential corporate records and regulatory correspondence, including communications from the NCUA, state regulatory agencies, real estate documentation, Board records, and other official organizational files, ensuring records are maintained in an organized, secure, and readily accessible mannerProvide general administrative support to ensure smooth day-to-day office operationsManage memberships and subscriptions (e.g., professional organizations, learning platforms, club memberships) for executives and Board members, including renewals, access, and coordination of related benefitsCommunication & Stakeholder CoordinationServe as a primary point of contact between executives, internal teams, and external partnersDraft, edit, and manage professional communications, presentations, and reports with a focus on clarity and accuracyEnsure consistent, timely communication flow across leadership and key stakeholdersConfidentiality & JudgmentHandle sensitive organizational and personnel information with the highest level of discretionWork independently with minimal direction while exercising sound judgment in managing priorities, communications, and administrative activitiesProcess Improvement & Administrative ExcellenceIdentify opportunities to improve administrative workflows, meeting effectiveness, and communication processesImplement tools and practices that enhance organization, efficiency, and consistency across executive support activities, including senior leadership team meetingsPerform other duties as assigned.You'll need:3–5+ years of experience providing administrative support to senior leaders or executivesHighly organized and resourceful, with exceptional time management and prioritization skills.

Proven ability to manage multiple projects, maintain strict confidentiality, and deliver accurate, detail-oriented work in a fast-paced, team-oriented environmentExcellent interpersonal, verbal, and written communication skills required, with the ability to professionally represent the Credit Union and effectively interact with members, vendors, and employees at all levelsProficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), including the ability to quickly learn and apply in-house software applications while effectively managing and navigating multiple operational systemsQualificationsSkillsRequired: Customer Service Advanced Administrative ExpertBehaviorsRequired: Team Player Loyal Enthusiastic Detail Oriented DedicatedMotivationsRequired: Ability to Make an ImpactEqual Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.