Executive Assistant

Position Partnerships

Works closely with executive leaders, internal teams, and other executive support partners to ensure seamless coordination across leadership priorities and business activities.

Position Summary

The Executive Assistant provides high-level administrative and operational support to one or more Executive Team leaders.

This role helps leaders operate effectively by managing executive rhythm, facilitating communication, coordinating priorities, and ensuring the details that support business execution are handled with excellence. The Executive Assistant serves as a trusted partner who creates clarity, alignment, and momentum across executive priorities.

Success in this role requires sound judgment, initiative, organizational awareness, discretion, adaptability, and the ability to anticipate needs in a dynamic and fast-paced environment.

Core Responsibilities

Executive Rhythm & Calendar Management

Support the day-to-day operating rhythm of assigned executive leader(s).

Responsibilities include:

• Managing calendars, schedules, and competing priorities

• Coordinating internal and external meetings

• Sequencing schedules to maximize executive effectiveness and preparedness

• Coordinating schedules with direct reports, leadership teams, and key stakeholders

• Anticipating scheduling conflicts and proactively resolving challenges

Executive Preparedness & Meeting Support

Help ensure executives are prepared for meetings, decisions, and leadership responsibilities.

Responsibilities include:

• Preparing agendas, materials, logistics, and supporting information

• Gathering and organizing information for meetings, presentations, reporting, and discussions

• Coordinating meeting logistics, room setup, and follow-up activities

• Tracking action items and maintaining visibility into commitments, deadlines, deliverables, and next steps

• Supporting recurring leadership, committee, business, and executive meetings

• Assisting with presentations and materials that support executive discussions and decision-making

Leadership, Communication & Cross-Functional Coordination

Coordinate communication, priorities, and activity across leaders, teams, and stakeholders.

Responsibilities include:

• Serving as a point of coordination for scheduling, communication, and logistics

• Assisting with executive correspondence, presentations, reports, and supporting materials

• Supporting communication needs related to leadership meetings, presentations, and organizational messaging

• Maintaining awareness of organizational priorities, stakeholders, and cross-functional initiatives to support alignment, communication, and execution

• Exercising sound judgment in managing executive access, communications, and competing demands on executive time

Travel, Events & Logistics

Coordinate executive travel and leadership event logistics.

Responsibilities include:

• Managing travel arrangements, lodging, transportation, and itineraries

• Coordinating conference registrations and event logistics

• Supporting executive offsites, leadership meetings, team events, conferences, and organizational events

• Preparing travel schedules and supporting materials

• Ensuring details are organized, communicated, and executed effectively

Administrative & Operational Support

Provide administrative support that helps executive operations run smoothly.

Responsibilities include:

• Processing expenses, reimbursements, and administrative documentation

• Coordinating approvals, signatures, and document routing

• Maintaining executive files, records, and administrative systems

• Supporting department logistics and team coordination

• Assisting with special projects and operational priorities as assigned

What Success Looks Like

• Leaders are organized, prepared, and able to focus on what matters most

• Anticipates needs and resolves issues before they become obstacles

• Creates clarity and consistency amid changing priorities

• Builds trust with leaders, teams, and stakeholders

• Demonstrates sound judgment and discretion in sensitive situations

• Follows through reliably with accuracy and attention to detail

• Operates with ownership, urgency, and professionalism

• Brings calm, responsiveness, and stability to a fast-moving environment

Qualifications & Experience

Required

• Experience supporting senior leaders, business operations, or complex administrative work

• Experience managing schedules, meetings, travel, and competing priorities

• Strong organizational skills and attention to detail

• Proficiency in Microsoft Office Suite, Outlook, and related business systems

• Ability to manage confidential information with professionalism and discretion

Preferred

• Experience supporting leadership teams

• Experience in financial services, banking, or other regulated industries

• Experience supporting finance, risk, compliance, operations, technology, or other complex business functions

• Experience coordinating meetings, offsites, conferences, or recurring leadership rhythms

• Experience supporting multiple leaders or priorities simultaneously

Skills & Characteristics

• Strong organization and follow-through

• Professionalism and responsiveness

• Sound judgment, discretion, and decision-making ability

• Attention to detail and accuracy

• Relationship-building and collaboration skills

• Flexibility and adaptability

• Initiative and problem-solving ability

• Calm under pressure

• Strong organizational awareness and business acumen

• Ability to manage highly confidential information

• Sense of ownership and urgency

Work Environment & Expectations

This role operates in a professional office environment and may occasionally require flexibility outside standard business hours to support travel, meetings, and leadership events.

Responsibilities may evolve over time based on business priorities, executive assignments, and organizational needs.

This position description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned by supervisor to meet the ongoing needs of the organization

If any applicant is unable to complete an application or respond to a job opening because of a disability, please email us at HR@firstunitedbank.com for assistance.